Board Meeting – Public Session
Thursday, March 24, 2011 Board Room – 8:00 p.m. Pages
1. Roll Call
2. Approval of Agenda
3. Declaration of Conflict of Interest
4. Report from the Board Meeting – Private Session, March 24, 2011
5. Student Trustee Report – Lee Shelson
6. APPLAUSE! 1-2
7. Ontario Public School Boards’ Association Report
8. Special Announcements
9. Approval of Minutes of the February 24, 2011 3-18 Board Meeting
10. Routine (*) & Non-Routine Presentation of Minutes and Reports of Board Committees:
(a) Joint Board Consortium Minutes, 19-23 Wednesday, February 16, 2011 (*)
(b) Parent, Family and Community Engagement 24-29 Advisory Committee Minutes, Wednesday, February 16, 2011 (*)
(c) Special Education Advisory Committee Minutes, 30-35 Thursday, March 3, 2011 (*)
(d) Chair’s Committee Minutes, 36-46 March 7, 2011 (*)
Pages
(e) Policy and By-Law Committee Minutes, 47-79 Monday, March 7, 2011
• Non-Routine Recommendations # 1-6
(f) Proposed Development Application, D01-10008/ 80-83 D02-10024/D06-10076, Town of Richmond Hill (*)
(g) Proposed Development Application, D02-10026/ 84-86 D03-10003, Town of Richmond Hill (*)
(h) Proposed Development Applications, Z.10.031/ 87-94 19T-10V004 & Z.10.034/19T-10V005, City of Vaughan (*)
11. Elementary School Boundary Changes, Cornell 95-99 Village Public School and Unnamed Cornell Northeast Elementary School
12. Elementary School Boundary Changes, Moraine 100-106 Hills Public School, Windham Ridge Public School and Unnamed Oak Ridges West #2 Elementary School
13. Elementary School Boundary Changes, Hartman 107-111 Public School and Unnamed Bayview Northeast Elementary School
14. Elementary and Secondary School Boundary Changes, 112-125 Black River Public School, Bogart Public School, Fairwood Public School, Keswick Public School, Keswick High School, Mazo de la Roche Public School, Mount Albert Public School, Poplar Bank Public School, Queensville Public School, Stonehaven Elementary School, Sutton District High School, Terry Fox Public School, and Unnamed Newmarket Southeast Section B Elementary School
15. Amendments to Board By-Laws Report 126-167
16. Information and Inquiries
17. Meetings and Events (*) 168
18. Adjournment
March 2011 Applause!
Alexander Mackenzie Production of Beauty and the Beast
In December, Alexander Mackenzie High School in Richmond Hill staged an outstanding production of Beauty and the Beast. Over 60 students were involved in the stage spectacular, which ran for four performances at The Richmond Hill Centre for the Performing Arts. Two sell-out shows were staged for Central area elementary schools, which was key to building relationships with feeder schools. An additional two performances were staged for over 750 members of the community, which contributed to further developing the school’s positive profile in the community and building relationship with the school community. The production was an outstanding opportunity to allow Alexander Mackenzie students to shine within the community, showcasing the strengths and talents of their school in the public eye. Cast and crew for the production were sourced not only from the musical theatre class, but included the whole school. Work and rehearsals began in September as part of the musical theatre class, but quickly extended across the school and outside of class time. Students went well above and beyond expectations, working tirelessly onstage and offstage. In addition to performing, students took on additional roles painting, sewing, creating posters and programs and building sets. A live student orchestra performed along with the acting cast. And the cast was not just limited to students. Joining the performers was vice-principal, Joe Foti, and his eight-year-old daughter.
Congratulations Alexander Mackenzie High School!
Universal Time Clock App
Rony Besprozvanny, a Grade 9 student at Stephen Lewis Secondary School, had trouble waking up in the morning. His response was to create a unique application - the Universal Alarm Clock, designed for use on Apple’s iPhone, iPad and iPod Touch.
The application enables the user to set the clock and send customized texts in a 12- or 24-hour format with a choice of sounds and background images. It is designed to set reminders up to one year in advance and indicate what you should be doing at the time designated in the message. To date, there have been over 6000 downloads of his device. Rony has been featured on the iPhone Canada website, as well as in the Thornhill Liberal newspaper.
Rony says he has always been interested in technology and has learned four different programming languages on his own. When asked about his motivation and career goals, he stated, “I want to change the way people use technology and create useful, interactive apps. I’m passionate about technology and want to develop user driven products and games in my own company.” Between planning future apps, maintaining his average above 80% and doing his homework, Rony has a bright and busy future ahead.
Congratulations Rony!
March 2011 Applause!
Daily Planet Takes Note of Student’s Computer and Robotics Programming
Connor Nijsse, a Grade 11 student at Sir William Mulock Secondary School, recently caught the eye of Daily Planet producers when he programmed a computer that can operate a robot from anywhere in the world.
Connor developed the programming after a discussion with his teacher, Geri-Lee Godkin, who teaches his Entrepreneurial Studies class.
“He asked about some idea generation possibilities and I mentioned thinking about what bothers you, or watching more closely what people spend their money on,” said Geri Lee. “He observed teenagers at the mall noticed that they were spending money on the photo booth.”
The next day, Connor had already written the code on his laptop and was able to demonstrate a program which counted down from three to one and then captured the user’s photo five times. Connors work was so impressive that producers of Daily Planet featured him and his work on their TV show.
Connor certainly has an amazing future ahead of him as he continues to experiment and explore with technology.
Congratulations Connor!
North Star Award
March’s North Star is Sheila Dobson of Sutton District High School. Sheila was nominated by Candice Mott. This is what Candice said about Sheila:
“Sheila Dobson is a teacher at Sutton District High School and teaches my daughter, Kayla. Kayla is 15 and has Down's Syndrome. This year we had a very tragic death in our family early in December 2010. An immediate family member who lived within our home and under our care experienced a fatal accident. The family member was our beloved Aunt Penny a 45-year-old woman living with both Down's Syndrome and Alzheimer's. She was a beautiful, caring and integral member of our family. Kayla witnessed the accident and was very, very emotionally affected by both the incident and, of course, her death.
Sheila Dobson has provided a level of support and care that is remarkable. Sheila actually attended the funeral to provide emotional support to Kayla and when Kayla was undecided about attending the burial services, Sheila offered to bring her to the cemetery. As it turned out, Kayla did decide that morning while at school that she did want to come to the cemetery.
On her prep period, Sheila brought Kayla to be with her family, and afterwards, Kayla was determined to return to school, so Sheila first took her to Tim Horton's for a hot chocolate and ‘talk’ and then returned her to school. The ongoing support involved weaving coping strategies and grief counseling into Kayla's program. As a fellow educator, I am in awe of Sheila's personal attention and devotion to the health and emotional well-being of my daughter. Sheila deserves recognition beyond our family's gratitude.”
ROUTINE
YORK REGION DISTRICT SCHOOL BOARD BOARD MEETING MINUTES - PUBLIC SESSION FEBRUARY 24, 2011
The Board Meeting - Public Session of the York Region District School Board was held in the Board Room of the Education Centre, Aurora at 8:00 p.m. on Monday, February 24, 2011 with Chair A. DeBartolo presiding and the following members present; Trustees L. Carruthers, C. Chan, N. Elgie, S. Geller, D. Giangrande, J. Hertz, G. Kerr, J. Nathan, A. Tam, M. Van Beek, and A. Yeung.
Also in attendance: Student Trustees M. Bun and L. Shelson
APPROVAL OF AGENDA
Chair A. DeBartolo informed trustees that ‘Declaration of Conflict of Interest’ had been added to the agenda and that it would be added to all Board private and public committee meeting agendas. In accordance with the Municipal Conflict of Interest Act, all trustees who have a direct or indirect pecuniary interest in any matter being discussed by the Board are required to declare a conflict of interest and state the nature thereof. The Board By-Laws have been amended accordingly, and have been included in the February 24, 2011 public Board Meeting agenda package for trustees’ consideration.
(*)1. Moved by M. Van Beek, seconded by L. Carruthers:
That the agenda be approved with the following addition.
• Declaration of Conflict of Interest
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Chair A. DeBartolo asked that any trustee who has a direct or indirect pecuniary interest in any matter being discussed by the Board during the meeting to state their conflict and the nature thereof. No conflicts were declared by trustees at this time.
RISE AND REPORT – FEBRUARY 24, 2011 BOARD MEETING – PRIVATE SESSION
(*)2. Moved by N. Elgie, seconded by L. Carruthers:
1) That the York Region District School Board approve the recommendations in the Human Resource Services staff report.
2) That the York Region District School Board receive the Student Discipline and Suspension Reports for information. BOARD MEETING MINUTES – PUBLIC SESSION PAGE 2 FEBRUARY 24, 2011 ______
3) That the York Region District School Board approve the recommendations regarding the property matters as outlined in the staff reports.
4) That the York Region District School Board approve the school administrator appointments and transfers as outlined in the staff report.
- Carried -
STUDENT TRUSTEE REPORT
At this time, Student Trustee M. Bun made the following remarks.
“Madame Chair, Mr. Director, Trustees, Staff, Ladies and Gentlemen.
A project that Lee and I have been eagerly anticipating is the review of the community service hours guidelines. Suggestions for changes to the current guidelines have been made to us by a number of students, and some students have even published editorials on this topic in their school newspapers. As community involvement is an integral part of student achievement on a wider scale, I am glad that we had the chance to meet with superintendents and Board staff to discuss these changes. Lee and I hope that the revised guidelines will provide more motivation for students to get involved in their communities in an academic way and contain more freedom for civic engagement.
This past month Lee and I attended the Ontario Student Trustees’ Association Board Council Conferences (OSTA-AECO BCCs). Topics we discussed with 68 other student trustees from across Ontario included 21st Century learning, equity and inclusivity, and Aboriginal education. The OSTA-AECO Student Council Handbook was finalized and will be available to students on the Student Resource website. This handbook is an excellent resource for student councils province-wide as it includes recommendations on how to run a successful student council. In addition to presentations from other student trustees, speakers at the BCCs included Executive Director, ‘DreamNow’ Chris D’Souza, Founder and Chair, Equity Summit Group David Lepofsky, and Chair, Accessibility for Ontarians with Disabilities Act Committee Dev Ajula. It was a very valuable experience during which Lee and I were able to coordinate our efforts with OSTA-AECO as a whole, and learn about the work other student trustees are doing in their respective boards.
We are also pleased to announce that Lee and I have been awarded a Speak-Up grant from the Ministry of Education for a Student Trustee Showcase. Lee and I are planning to organize a Speak-Up Showcase to present the various projects that other grant recipients throughout the Board have put together. This will bring together students from across York Region and give fellow leaders the opportunity to display their innovative ideas and accomplishments. As we continue to plan this exciting event, we look forward to continued support from trustees, Board staff, and York Region District School Board students. BOARD MEETING MINUTES – PUBLIC SESSION PAGE 3 FEBRUARY 24, 2011 ______
In addition, the OSTA-AECO Student Survey results are available. The province-wide survey consisted of nine questions about various topics, including cell phone use, guidance services, EQAO, and bullying. I am pleased to advise that the Board had the lowest occurrences of bullying out of all respondents, and although we will strive to reduce that percentage to zero, it was great to see that students in the Board feel welcomed in an accepting and tolerant environment.
Finally, in celebration of Black History Month, I would like to share a quote with you from Booker T. Washington’s autobiography, ‘Up from Slavery’. Washington said, “We can be as separate as the fingers, yet one as the hand in all things essential to mutual progress”. As an education activist himself, Booker T. Washington was very much ahead of his time and sends a message that fits with much of the Board’s focus on equity. As students, we come together not in spite of, but in celebration of, our diversity.
Thank you.”
Director of Education K. Thurston and Board Chair A. DeBartolo thanked Student Trustee Bun for her remarks.
APPLAUSE
Director K. Thurston made the following remarks.
Richmond Hill Principal Earns Top Marks
“Would Lisa Walsh please come forward.
Dr. Lisa Walsh, principal of Pleasantville Public School in Richmond Hill, was one of 11 Ontario principals chosen for the Canada's Outstanding Principals Award for 2011.
The award, an initiative of The Learning Partnership, is presented to principals who have made a measurable difference in the lives of their students and local communities. Canada's Outstanding Principals program is in its seventh year, and this year's list of award winners will join the other 187 previous recipients.
Lisa started her career at the York Region District School Board 22 years ago and has been a principal for seven years.
Recognized for her exceptional leadership skills, engaging her community and inspiring staff, Lisa Walsh joined 31 other winners selected from across Canada at a gala in Toronto on February 8, 2011.
Lisa recently participated in an exclusive five-day management course at the Joseph L. Rotman School of Management where she gained valuable knowledge to enhance education at her school and across the Board.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 4 FEBRUARY 24, 2011 ______
We are very proud of the leaders within our schools and Lisa Walsh is an excellent example of this fine leadership. We are honoured to have her efforts and contributions recognized nationally. Congratulations Lisa.
Blyth Cambridge Commonwealth Trust Scholarship
Would Angela Wan and John Glezakos please come forward.
Angela Wan of Richmond Hill High School was one of four Canadian students awarded the Blyth Cambridge Commonwealth Trust Scholarship. The scholarship, which is the most valuable scholarship available to high school students, is valued at approximately $150,000 over three years.
The scholarship gives four Canadian students who could not otherwise afford it, an opportunity to study at the renowned university, an hour outside of London, England.
The scholarship, described by some as the undergraduate version of the Rhodes Scholarship, covers university and college fees, an annual stipend and a return air fare ticket.
The four recipients were selected after a very rigorous process. In all, there were approximately 100 applicants for the four awards, each nominated by their high school. Twenty were shortlisted for regional interviews, and then ten for national interviews. The interviews were conducted by several Cambridge alumni living in Canada along with two admissions officers, with each interview involving up to three interviewers.
Congratulations to Angela. I hope you have great success studying biology next year at Cambridge University.
Denne Public School Students Embrace the Spirit of Giving
Tonight, we are thrilled to have a group of 60 parents, students, teachers and administrators join us to celebrate the success of Denne Public School. Would Geoff Brown and his grade five and six class, along with the Denne Public School Parent Council and Principal Nancy Chambers please join me.
After studying the story of Terry Fox, grade five and six Denne Public School students brainstormed ways to give back to their community. The students came up with a plan to build an arcade gaming table to donate to the pediatric unit at Southlake Regional Health Centre.
After the students came up with the idea and a design, the Parent Council at the school raised the funds needed to build the gaming table.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 5 FEBRUARY 24, 2011 ______
The students worked together to mark the wood pieces to be cut by Mr. Brown and brought them back to the class for assembly. Once the housing was complete, wheels were attached for ease of movement from one hospital room to another and the monitor was installed.
The unit took approximately six weeks to complete from concept to reality and now children at the hospital can pass the time during their stay with a game of Pac-Man, Donkey Kong, or another of the 60 classic arcade games.
Denne Public School students hope that other schools will catch the bug to give back to their communities and will join in their efforts to make the lives of other people better.
I am pleased that so many of our Denne Public School students are here tonight and I would like to ask all of them to please step forward so that we can recognize you for all of your hard work and dedication.
Congratulations to Geoff Brown, his grade five and six class, and the Denne Public School Parent Council for their outstanding efforts and community contribution.
York Region District School Board Course Directory Cover Design Contest
Would Andrew Kwan, Sheri Epstein and Helen Fox please join me.
Last fall, a contest was announced requesting a new design for the cover of the 2011-2012 York Region District School Board Course Directory. There were many entries from both elementary and secondary students across the board who submitted designs to the Directory Committee either as individual entries or as class projects. The theme for this year’s entries was “Transitions.”
Andrew Kwan, a grade 12 Visual Arts student at Thornlea Secondary School is the winner of this year’s contest. In Andrew’s creation, he has drawn the life of a student. The student begins in a cocoon and then when the student arrives in High School he or she explodes out of the cocoon with all the choices that are available to him or her. The student emerges as a beautiful butterfly ready to become the unique individual each student is capable of being.
As Andrew’s teacher, Ms. Schroeder-Gossett says, "Andrew Kwan is an exemplary applied-design student who has a perfect combination of self-motivation and high-level art skills. I have seen Andrew's artwork evolve over his years here in the Thornlea Secondary School Art Department. It is wonderful that so many in the community will have the opportunity to view Andrew's work. Andrew Kwan has a stellar career ahead of him in the arts and we wish him all the best."
Congratulations to Andrew.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 6 FEBRUARY 24, 2011 ______
North Star Award
Would Graham White, Joy Lee, Marion Ross, Josephine Carlick, Nadene Whitefield and Kelly McDowell please join me. We are also pleased to have David Clegg, President of the Elementary Teachers’ Federation of Ontario (ETFO) in attendance.
February’s North Star is Graham White of Armitage Village Public School. Graham received five separate nominations from his colleagues at Armitage Village Public School. This is what Graham’s colleagues had to say about him.
“Graham has always been the teacher to whom any and all teachers can turn to with their woes. He listens attentively and sympathetically and always has a word or two of great advice. He is a quiet leader who is able to read people with great accuracy and gently direct them towards success.
I have worked with Graham in the Intermediate division for the past three years. Graham has personally helped me many times when I have felt my tank near empty. I had no need to ask for help, he has always detected the need and offered support in a friendly, non-intrusive manner.
Within the school community, he started such 'feel good' programs as Holy Cows, which are small gestures of thanks that teachers give to anyone who may have helped them during the month. Holy Cows are now an important part of our meeting agendas.
In addition, he started an annual tradition of Caring Cup, which has a scroll describing rules for the passing of the cup and a memento from the receiver. The receiver of the Caring Cup will end the school year by passing the cup to another member of our school community who has been an outstanding support or great friend to him or her.
The Caring Cup started as a simple tin can, but with the decorations added it has become a cherished award.
He is the starter of traditions and in this, his retirement year, it seems only fitting that he be part of a bigger tradition within the York Region District School Board. He is a wonderful, thoughtful, warm person who has a positive effect on all whom he comes in contact with.” ~Kelly McDowell
“Graham White has been instrumental in introducing a number of initiatives to help school morale. His initiatives include the introduction of our beloved Caring Cup, which is awarded annually to a teacher who demonstrates exemplary dedication. He also plays key leadership roles with the Newmarket Enrichment Band, the annual Remembrance Day Assembly, a number of bands at the school and staff contests at social activities. The list goes on and these are just a few of his contributions.” ~Josephine Carlick
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 7 FEBRUARY 24, 2011 ______
“Graham is one of the most helpful people at Armitage Village Public School. He is very active with his library duties and Intermediate music. He is always one of the first to volunteer to help. Graham always tries to engage his students and the staff in a variety of opportunities to help lift people’s spirits and keep things interesting so we are not doing the same ‘old’ thing.” ~Marion Ross
“Graham is always initiating staff involvement as part of the library and music programs. He encourages students to read Red Maple books by getting staff members to read the same books and make themselves available to discuss with students. He also encourages staff to join the staff band, regardless of their musical experience. Graham is always approachable and helpful to staff and students. He often organizes school assemblies and staff activities. We are lucky to have him at Armitage Village Public School.” ~Nadene Whitefield
“Graham is always smiling and taking time to ask how you are doing. He is willing to help you out and listen to what you have to say. He has organized and led multiple events such as the Holiday Concert, Holiday Sing-a-Long and Remembrance Day Assembly. He also organized a staff band for teachers to get together and play. Graham is a very energetic staff member who is always willing to lend a hand or a helpful piece of advice.” ~Amy Kitchen
Congratulations Graham.”
Director Thurston and Chair DeBartolo congratulated all recipients and thanked them for their contributions.
AUDIT COMMITTEE REPORT
Associate Director B. Richardson introduced John Moore and Trudy Lalonde, representing BDO Canada LLP, who were in attendance to present the Auditors’ Report and provide background information. Superintendent of Business W. Muirhead and Managers of Finance D. Reynolds and K. Brady were also in attendance to respond to any questions. The Audit Committee is satisfied with the Auditor’s report and Financial Statements.
Chair DeBartolo thanked Associate Director Richardson and his staff for the work involved in the preparation and presentation of the report.
(*)3. Moved by N. Elgie, seconded by L. Carruthers:
That the York Region District School Board adopt the Financial Statements for the year ended August 31, 2010 as presented by BDO Canada LLP.
- Carried -
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 8 FEBRUARY 24, 2011 ______
ONTARIO PUBLIC SCHOOL BOARDS’ ASSOCIATION REPORT
Trustee J. Hertz informed trustees about the upcoming Ontario Public School Boards’ Association (OPSBA) Board of Directors’ meeting, which he and Trustee D. Giangrande would be attending. He also provided information about the future Labour Relations Conference and the Annual General Meeting. In addition, OSPBA representatives will be making a presentation to trustees at the March 29, 2011 Trustee Briefing Session and Student Trustee Bun will be addressing OPSBA at an upcoming meeting in her role as President of OSTA-AECO.
APPROVAL OF MINUTES
(*)4. Moved by M. Van Beek, seconded by J. Nathan:
That the minutes of the January 24, 2011 Board Meeting be approved as written.
- Carried -
ROUTINE RECOMMENDATIONS
(*)5. Moved by G. Kerr, seconded by L. Carruthers:
That the Board adopt the following routine recommendations (*) in accordance with Board procedure.
PARENT, FAMILY AND COMMUNITY ENGAGEMENT ADVISORY COMMITTEE MINUTES, JANUARY 19, 2011
1) Approval of Agenda
That the agenda be approved as written.
2) Receipt of Minutes
That the minutes of the November 24, 2010 Parent, Family and Community Engagement Advisory Committee be approved as written.
3) Presentations
That PEAC receive the following presentations for information.
• The Role of the Community Resource Facilitator • Six Types of Involvement Framework Overview
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 9 FEBRUARY 24, 2011 ______
4) Staff Report
That the Staff Report be accepted for information by PEAC.
5) Report from the Board
That PEAC receive the Report from the Board for information.
6) Communications Sub-Committee Update
That PEAC receive the update from the Communications Sub-Committee for information.
POLICY AND BY-LAW COMMITTEE MINUTES, FEBRUARY 7, 2011
1) Approval of Agenda
That the agenda be approved as written.
2) Policy #536.0, Performance Appraisal Process
That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #536.0, Performance Appraisal Process (Consensus Draft), as amended, be circulated to the system for comment.
3) Policy #680.0, Student Transportation
Action Required That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #680.0, Student Transportation be revised and scheduled for further review at the March 7, 2011 Policy and By-Law Committee Meeting.
4) Policy #108.0, Student Accommodation – Attendance Areas and Student Transfers
Action That in accordance with Board Policy #285.0, Board Policies and Required Procedures, the first draft revision of Policy #108.0, Student Accommodation – Attendance Areas and Student Transfers be revised and scheduled for further review at the March 7, 2011 Policy and By-Law Committee Meeting.
5) Policy #422.0, Encouraging Facility Partnerships
That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #422.0, Encouraging Facility Partnerships (First Draft), as amended, be circulated to the system for comment. BOARD MEETING MINUTES – PUBLIC SESSION PAGE 10 FEBRUARY 24, 2011 ______
6) Policy #462.0, Student Accommodation – Sites and Facilities
That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #462.0, Student Accommodation – Sites and Facilities (First Draft Revision), as amended, be circulated to the system for comment.
7) Policy #668.0, Safe, Caring and Supportive Schools
That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #668.0, Safe, Caring and Supportive Schools (Working Document), as amended, be approved for implementation and circulated to the system for one year as a Working Document and that comments be scheduled for review at the March, 2012 Policy and By-Law Committee Meeting.
8) Policy #261.0, Equity and Inclusive Education
That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #261.0, Equity and Inclusive Education (Consensus Draft), be circulated to the system for comment.
9) Policy #672.0, Student Leadership
That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #672.0, Student Leadership (First Draft), be circulated to the system for comment.
BOARD STANDING COMMITTEE MINUTES, FEBRUARY 7, 2011
1) Approval of Agenda
That the agenda be approved as written.
2) 2010 Annual Child Care Report
That the York Region District School Board receive the 2010 Child Care Report for information.
3) School Year Calendars 2011/2012
That the York Region District School Board approve the following recommendations regarding the 2011-2012 School Calendar.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 11 FEBRUARY 24, 2011 ______
1. That the school year for those locations operating on a regular schedule shall consist of 194 days with students commencing school on Tuesday, September 6, 2011 and include the following:
a) the last school day for secondary students is Wednesday, June 27, 2012 and Thursday, June 28, 2012 for elementary students; b) the designation of 188 Instructional Days commencing Tuesday, September 6, 2011 in the School Year Calendar 2011-2012; and c) the designation of six Professional Activity Days in the School Year Calendar 2011-2012.
2. That Keswick High School, Sutton District High School, Maple High School and Markville Secondary School (early start schools) operate on a modified version of the regular schedule commencing school one week earlier than other schools on Monday, August 29, 2011 and taking a one-week mid-term break commencing Monday, October 24, 2011 to Friday, October 28, 2011.
3. That Bill Crothers Secondary School (balanced calendar) operate on a modified version of the regular schedule commencing school Monday, August 8, 2011 and have September 1 to 2, 2011, October 7, 2011, October 24 to October 28, 2011, November 18, 2011, and April 23 to April 27, 2012 as holidays.
4. That the school holidays be as follows.
Labour Day Monday, September 5, 2011 Thanksgiving Day Monday, October 10, 2011 Christmas Vacation Monday, December 26, 2011 to Friday, January 6, 2012 Family Day Monday, February 20, 2012 Mid-Winter Break Friday, March 9 to 16, 2012 Good Friday Friday, April 6, 2012 Easter Monday Monday, April 9, 2012 Victoria Day Monday, May 21, 2012
5. That the Professional Activity Days for the 2011-2012 school year be as follows.
SECONDARY (Regular)
1. Thursday, September 1, 2011 (In-School PA) 2. Friday, November 25, 2011 (In-School/Regional PA Day) 3. Friday, February 3, 2012 (Student Success)
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 12 FEBRUARY 24, 2011 ______
4. Monday, May 7, 2012 (In-School PA Day) 5. Thursday, June 28, 2012 (Student Success) 6. Friday, June 29, 2012 (Student Success)
SECONDARY (Early Start Schools – Keswick, Markville, Maple, Sutton)
1. Thursday, August 25, 2011 (In-School PA) 2. Friday, November 25, 2011 (In-School/Regional PA) 3. Friday, February 3, 2012 (Student Success) 4. Monday, May 7, 2012 (In-School PA Day) 5. Thursday, June 28, 2012 (Student Success) 6. Friday, June 29, 2012 (Student Success)
SECONDARY (Bill Crothers Secondary School only)
1. Monday, August 8, 2011 (In-School PA) 2. Friday, November 25, 2011 (In-School/Regional PA) 3. Friday, January 20, 2012 (Student Success) 4. Monday, May 7, 2012 (In-School/PA Day) 5. Thursday, June 21, 2012 (Student Success) 6. Friday, June 22, 2012 (Student Success)
ELEMENTARY (Regular)
1. Thursday, September 1, 2011 (In-School PA) 2. Friday, November 25, 2011 (In-School/PA/Parent-Teacher interview day) 3. Friday, January 20, 2012 (Assessment/Report Cards) 4. Friday, February 3, 2012 (Student Success) 5. Friday, June 8, 2012 (Assessment/Report Cards) 6. Friday, June 29, 2012 (Student Success)
4) Professional Training Days Report 2011/2012
That the York Region District School Board receive the Professional Training Days 2011-2012 report for information.
5) Conferences and Conventions – Trustees’ Expenses for the Period December 1, 2009 to November 30, 2010
That the report of Conferences and Conventions – Trustees’ Expenses for the period December 1, 2009 to November 30, 2010 be received for information.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 13 FEBRUARY 24, 2011 ______
6) Cash Disbursements, November 2010
That the York Region District School Board approve the following recommendations.
1. That Cash Disbursements for November 2010 for all expenditures, except item #56 in the sum of $19,075,268.05 be approved.
2. That Cash Disbursements for November 2010 for item #56, in the sum of $77,521,741.79 be approved.
7) Cash Disbursements, December 2010
That the York Region District School Board approve the following recommendations.
1. That Cash Disbursements for December 2010 for all expenditures, except item #62, in the sum of $21,980.119.14 be approved.
2. That Cash Disbursements for December 2010 for item #62, in the sum of $102,911,595.22 be approved.
SPECIAL EDUCATION ADVISORY COMMITTEE MINUTES, FEBRUARY 10, 2011
1) Approval of Agenda
That the agenda be approved as amended.
2) Receipt of Minutes
That the minutes of the January 6, 2011 Special Education Advisory Committee meeting be received for information.
3) Accessibility for Ontarians with Disabilities Act (AODA) – Customer Service
That the Special Education Advisory Committee receive the Accessibility for Ontarians with Disabilities Act (AODA) – Customer Service presentation for information.
4) Student Services Report
That the Special Education Advisory Committee receive the Student Services Report for information.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 14 FEBRUARY 24, 2011 ______
5) Report from the Board
That the Special Education Advisory Committee receive the Report from the Board for information.
6) Request for Cash Advance
That the Special Education Advisory Committee Vice-Chair L. Ziraldo be advanced $500.00 to attend the Annual International Council for Exceptional Children Conference from April 25 to 28, 2011 in Baltimore, Maryland.
7) Communications Sub-Committee Update
That the Special Education Advisory Committee receive the Communications Sub-Committee Update for information.
8) Budget Input Discussion
That the Special Education Advisory Committee receive the Budget Input Discussion for information.
CHAIR’S COMMITTEE MINUTES, FEBRUARY 15, 2011
1) Construction Projects Review
That the York Region District School Board receive the staff report Construction Projects Review.
2) Student Discipline Committee and Trustee Attendance Honorarium
That the York Region District School Board receive the Student Discipline Committee and Trustee Attendance Honorarium report for information.
3) Correspondence from The Evangelical Fellowship of Canada
That the York Region District School Board receive the correspondence from The Evangelical Fellowship of Canada for information.
4) 2012 Board Committee Meetings Calendar
That the York Region District School Board approve the 2012 Board Committee Meetings Calendar, as amended.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 15 FEBRUARY 24, 2011 ______
5) York Region District School Board By-Laws
Action That in accordance with section 4:06:01 of the York Region District Required School Board By-Laws, notice of motion is hereby given that the Board By-Laws be amended as outlined in Appendix 5 of the February 15, 2011 Chair’s Committee minutes (pages 118 to 157 of the February 24, 2011 Board Meeting agenda).
PROPOSED DEVELOPMENT APPLICATION 19T(W)-10.001/ZBA 10.015, TOWN OF WHITCHURCH-STOUFFVILLE
That the York Region District School Board approve the following recommendations.
1) That the Board will not require a public elementary school site within proposed Development Plan 19T(W)-10.001/ZBA10.015, Town of Whitchurch-Stouffville.
2) That the Director of Planning and Building Services for the Town of Whitchurch-Stouffville be advised of this action.
- Carried -
REVISED NOBLETON SENIOR PUBLIC SCHOOL ADDITION AND RENEWAL, TOWNSHIP OF KING
Superintendent of Plant Services M. Roberts provided trustees with background information regarding the revised Nobleton Senior Public School Addition and Renewal plan.
(*)6. Moved by G. Kerr, seconded by D. Giangrande:
That the York Region District School Board approve the revised total estimated construction cost, not to exceed $8,502,354.00, for the Action construction of an addition and renewal to Nobleton Senior Public Required School, Township of King and that the official Board record be amended accordingly.
- Carried -
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 16 FEBRUARY 24, 2011 ______
BY-LAW 2011-01 ONTARIO FINANCIAL AUTHORITY LOAN
Associate Director B. Richardson provided trustees with a revised By-Law 2011-01 Ontario Financial Authority Loan information package that included confirmation of interest rates not previously available, as well as the inclusion of By-Law 2011-01. He also shared background information about the process provided by the Ministry of Education regarding long-term financing through the Ontario Financing Authority, as well as details about provincial grants that are available to the Board.
(*)7. Moved by D. Giangrande, seconded by N. Elgie:
That the Board approve By-Law Number 2011-01 authorizing a loan agreement in the amount of $43,875,213.00 to permanently finance Good Places to Learn Stage 3, Prohibitive to Repair and Primary Class Size capital related debt.
- Carried -
ADJOURNMENT
(*)8. Moved by L. Carruthers, seconded by D. Giangrande.
That the Board Meeting be adjourned at 8:30 p.m.
- Carried -
Chair of the Board Director of Education and Secretary Treasurer ROUTINE
York Region District School Board York Catholic District School Board
MINUTES OF THE PUBLIC SESSION of the JOINT BOARD CONSORTIUM
The Joint Board Consortium meeting was held on Wednesday, February 16, 2011, in the Board Room, York Catholic District School Board, 320 Bloomington Road West, Aurora.
PRESENT:
YRDSB Trustees: A. DeBartolo, N. Elgie and A. Tam
YRDSB Staff: B. Harper and D. Neale
YCDSB Trustees: C. Cotton and E. Crowe
YCDSB Staff: J. Sabo and D. McCowell
STS Staff: J. Fair and D. Duong
Presiding: C. Cotton, Committee Co-Chair
Recording Officer: K. Errett
Regrets: S. LaRosa, K. Thurston and C. Ferlisi
ELECTION OF YORK CATHOLIC DISTRICT SCHOOL BOARD COMMITTEE CO-CHAIR
Senior Manager, Administrative Services D. McCowell called for nominations for the position of Joint Board Consortium Committee Co-Chair from the York Catholic District School Board.
Trustee E. Crowe nominated Trustee C. Cotton for the position of Committee Co-Chair from the York Catholic District School Board. Trustee DeBartolo seconded this nomination.
CLOSE NOMINATIONS
(*)1. Moved by E. Crowe, seconded by A. DeBartolo:
That the nominations for the position of Co-Chair of the Joint Board Consortium from the York Catholic District School Board, for the year 2011 be closed.
- Carried -
Joint Board Consortium Minutes – Public Session Page 2 February 16, 2011
Trustee C. Cotton was declared the York Catholic District School Board Co-Chair for the year 2011.
ELECTION OF YORK REGION DISTRICT SCHOOL BOARD COMMITTEE CO-CHAIR
Senior Manager, Administrative Services D. McCowell called for nominations for the position of Joint Board Consortium Committee Co-Chair from the York Region District School Board.
Trustee A. DeBartolo nominated Trustee N. Elgie for the position of Committee Co-Chair from the York Region District School Board. Trustee A. Tam seconded this nomination.
CLOSE NOMINATIONS
(*)2. Moved by A. DeBartolo, seconded by A. Tam:
That the nominations for the position of Co-Chair of the Joint Board Consortium, from the York Region District School Board, for the year 2011 be closed.
- Carried -
Trustee N. Elgie was declared the York Region District School Board Committee Co-Chair for the year 2011.
Trustee Cotton assumed the position of Chair at this time.
CALL TO ORDER
Committee Co-Chair C. Cotton called the meeting to order at 3:12 p.m.
JOINT BOARD CONSORTIUM TERMS OF REFERENCE
There being no comments or questions, the Terms of Reference were accepted as presented for 2011.
(*)3. Moved by N. Elgie, seconded by A. DeBartolo:
That the Terms of Reference for 2011 be approved as presented.
- Carried -
Joint Board Consortium Minutes – Public Session Page 3 February 16, 2011
APPROVAL OF AGENDA
(*)4. Moved by A. DeBartolo, seconded by E. Crowe:
That the agenda be approved as presented.
- Carried -
RECEIPT OF MINUTES
(*)5. Moved by E. Crowe, seconded by C. Cotton:
That the minutes of the April 7, 2010 Joint Board Consortium Meeting – Public Session be received for information.
- Carried -
INFORMATION ITEMS
September Start-Up Summary
Manager, Student Transportation Services J. Fair provided an update on the September 2011 start-up. Student Transportation Services of York Region (STSYR) staff members are always striving to improve services and respond to challenges that arise.
An update was provided regarding the STSYR website which continues to provide valuable information to users (schools, bus companies, students and parents). A new web tool will be implemented to enable users to enter their home address to access their child’s bus stop location and service times. It is expected that this tool will reduce the number of inquiries to STSYR, as well as the number of ineligible riders. In addition, instructions have been relayed to drivers regarding unapproved stops. Stickers will be affixed to bus doors in the spring and information has been provided to drivers to respond to unapproved riders and stop change requests.
Board Transportation Initiatives
D. McCowell, Senior Manager of Administrative Services, commended staff and trustees on the level of co-operation experienced in working towards a common goal. Discussions have been taking place over the last six to eight months regarding a transit-served definition for secondary students and walking distances for elementary students as the York Region District School Board reviews its policy. Both Boards will continue working towards harmonized policy wording and walking zones.
The Joint Board Consortium will make its recommendations to their perspective boards.
Joint Board Consortium Minutes – Public Session Page 4 February 16, 2011
The York Region District School Board has collected data and is working on making changes to its student transportation policy.
The York Catholic District School Board will begin its discussion at the Policy Review Committee on February 23, 2011. The Joint Board Consortium agreed to create an ad- hoc committee to meet and discuss possible policy recommendations on March 2, 2011.
Student Transportation Services of York Region Goals and Objectives 2010-2011
J. Fair provided the STSYR Annual Goals and Objectives for 2010-2011 and noted that most of the expected completion dates for January and February have been met.
Clarification was provided regarding terminology used and the ideas conveyed in the Goals and Objectives table were reviewed.
The Goals and Objectives plan assists STSYR to track important initiatives as well as everyday assignments which lead to improved operations and service levels.
Inclement Weather Procedure 2010-2011
The Inclement Weather Procedure for 2010-2011 was presented for information purposes.
Standards of Performance Audits
The recent Request for Proposal for transportation services has resulted in a new process which is both an audit and learning tool to be used as a resource to create best practice recommendations. A recent visit by STSYR staff to one of the Board’s service providers this past week was a great learning experience.
Upon completion of the four scheduled audits for this year, STSYR will prepare a summary of results including areas of excellence and concern to be presented at a future Joint Board Consortium meeting.
Ministry Initiatives
J. Fair provided information about the Annual Transportation Survey and highlighted information about service levels from other consortia from across the province.
It was noted that the Ministry of Education is currently considering transportation funding for Full Day Kindergarten implementation. The outline for funding criteria was explained.
School Bus Camera Procedure
The School Bus Camera Procedure was provided for information purposes. A discussion was held regarding improved technology and the ability to “share” equipment between buses. The idea of notifying riders and parents of the camera and surveillance policy and procedure via student handbooks and visible stickers on buses was discussed.
Joint Board Consortium Minutes – Public Session Page 5 February 16, 2011
It was agreed that further research, such as a legal opinion, be conducted and information be brought back to the next meeting.
Routing Efficiency Report 2009-2011
D. Duong, Analyst, STSYR, informed the committee that a net annual savings of $54,033.89 ($13,161.96 for the York Catholic District School Board and $40,871.93 for the York Region District School Board) is a result of routing efficiencies and the re-designing of routes. STSYR will continue this type of analysis and report regularly to the Joint Board Consortium.
ADJOURNMENT
(*)6. Moved by E. Crowe, seconded by A. DeBartolo:
That the Joint Board Consortium Meeting - Public Session adjourn at 4:15 p.m.
- Carried -
ROUTINE
YORK REGION DISTRICT SCHOOL BOARD
PARENT, FAMILY AND COMMUNITY ENGAGEMENT ADVISORY COMMITTEE
MINUTES FEBRUARY 16, 2011
The Parent, Family and Community Engagement Advisory (PEAC) Committee met at 7:08 p.m. in the Board Room of the Education Centre, Aurora on Wednesday, February 16, 2011 with the following members present: T. Lalani (Chair), Trustee G. Kerr (Vice-Chair), J. Atkinson (Vice-Principal), V. Balakumar, F. Bertolas, J. Brackett, L. Crabtree, H. Fedash, L. O’Brien, J. Silvert, J. Stemerdink, R. Swarup (Principal on Assignment), D. Wu (Principal), and L. Ziraldo.
Also in attendance: Director, K. Thurston T. Dungey Wendy Kordez Phylitsa Phylactou Steve Poste G. Decorte (Administrative Assistant)
Regrets: Trustee J. Nathan S. Goldin T. Leary C. Ninvalle
Absent: Trustee A. Tam Trustee M. Van Beek C. Simmons-Physick G. Zelman
CALL TO ORDER
Vice-Chair G. Kerr called the meeting to order at 7:08 p.m.
APPROVAL OF AGENDA
(*)1. Moved by J. Brackett, seconded by F. Bertolas:
That the agenda be approved as written.
- Carried -
Parent, Family and Community Engagement Advisory Committee Page 2 February 16, 2011
MOMENT OF REFLECTION
The Moment of Reflection was presented by Principal D. Wu of Crosby Heights Public School in the form of a slideshow called “Animal School.”
L. Crabtree volunteered to bring the Moment of Reflection at the March 23, 2011 Parent, Family and Community Engagement Advisory Committee (PEAC) meeting.
RECEIPT OF MINUTES
The minutes of the January 19, 2011 PEAC Committee meeting were received for information with one correction to page five under Promising Practices and Challenges which should read that J. Brackett not H. Fedash made the comment in the Promising Practices and Challenges section of the minutes regarding the presentation at Alexander Mackenzie High School.
(*)2. Moved by L. Ziraldo, seconded by H. Fedash:
That the minutes of the January 19, 2011 PEAC Committee meeting be received, as amended, for information.
- Carried –
SPECIAL ANNOUNCEMENTS
Vice-Chair G. Kerr announced the resignation of one of the new parent members and will identify the replacement as part of the Communication Subcommittee Update.
L. Ziraldo announced that on March 9, 2011 Chris Dendy will present a workshop on Attention Deficit Disorder for parents and educators. It is hosted by the York Catholic District School Boards and held at 320 Bloomington Road West, Aurora from 7:00 p.m. to 9:00 p.m.
PRESENTATIONS
Pathways to Opportunity
T. Dungey, Principal of Huron Heights Secondary School, and his team W. Kordez, Guidance Teacher, P. Phylactou, Guidance, Student Success, Pathways, and Specialist High Skills Major Teacher, and S. Poste, Pathways Curriculum Consultant, Community Based Education, made a presentation on Pathways to Opportunity. Pathways has adopted a broader perspective in thinking about and getting students prepared for the post secondary world. It started out as a program that looked at transitioning elementary students to secondary school and has evolved to include transitions from junior elementary all the way through to post secondary and the workforce. The rapid changes in society and technology bring challenges for educators in preparing students for the Parent, Family and Community Engagement Advisory Committee Page 3 February 16, 2011 workforce which is the ultimate destination of all students. Human Resources Canada identified essential skills needed in this environment of change, and these are being woven into the curriculum.
The term “pathways” was chosen because it suggests a process leading to a destination. The program encourages students to thinking about their possible career paths and areas of interest, well in advance of graduation. Instead of wording the investigation of future possibilities as “what do you want to be when you grow up,” with the realities of multiple career changes, the shift is to “what would you like to try, and try next?” The purpose of this presentation is to demonstrate how Pathways can be used to show how to inform and engage both students and parents to make the best decisions for themselves and their children as they are looking at what they are going to do after high school.
Pathways is all about the educational journey from kindergarten to grade 12. Its aim is the re-culturing of educators, parents and students since historically, the tendency is to rank order post secondary destinations. Through authentic learning experiences such as Co- operative Education, Specialist High Skills Major programs, as well as the rich variety social/emotional development learning opportunities built into the curriculum, valuing all destinations (university, college, apprenticeships and direct entry into the workforce), perceptions are changing. Some examples of programs being offered are:
• the School to College initiative which allows secondary school students to experience college life while earning both a college and secondary school credit simultaneously (dual credit courses); and • the alternative education program for disengaged elementary school students to go to the high school to work on their personalized alternative education plans.
The Specialist High Skills Major program is an umbrella program for all pathways and allows students to contextualize their learning, exploring opportunities in various economic sectors of interest. Each Specialist High Skills Major program must honor all four destinations. Students also gain sector recognized certification such as first aid training, CRP and WHIMIS. Students will take part in experiential learning activities within the sector such as job shadowing, job twinning, and work experience. Also, reach-ahead experiences where students can visit the work site to discover first-hand what a job in a particular sector is like. Finally, students make use of the Ministry’s Ontario Skills Passport which is a tool developed for students to prepare a work plan based on the essential skills required in their chosen profession and an assessment of their current skill level.
The provincial attainment rate for the students enrolled in a Specialist High Skills Major program for all their credits is 94 per cent. In the York Region District School Board this number is 97 percent and includes students with Individual Education Plans (IEPs). Currently, the Board has the Specialist High Skills Major program in ten economic sectors which schools chose based on a canvas of their school community’s interests and on historical data of the community’s workplace destinations. Next year, the Board will be offering Specialist High Skills Major programs in 22 sectors in two-thirds of secondary schools from across the region. Parent, Family and Community Engagement Advisory Committee Page 4 February 16, 2011
Note: V. Balakumar entered the meeting at 7:25 p.m.
Pathways involves engagement of students, parents, families, and the community in the training of lifelong learners. With the continued and expanded use of Career Cruising for course selection and career planning, engagement of secondary school parents and families has increased. Moving the Board to a K-12 model will facilitate wider spread system knowledge of transitions which really take place from grades six to ten, versus grades eight to nine. The elementary panel is being brought into the process more and more. Pathways is now a mandated strand of the Board Improvement Plan for both elementary and secondary. Career Cruising is now available for students in grade six and login information can be received from the principal at each school.
Action The PEAC will work on a tip sheet to help encourage parent engagement at the secondary Required school level.
Director of Education, K. Thurston suggested that all parents and families remain open to all options available to their children and encouraged them to explore all pathways including those that lead to skilled trades.
Ministry Symposium on Equity and Inclusive Education
L. Crabtree presented a synopsis of the Ministry Symposium on Equity and Inclusive Education including remarks by Minister Dombrowski and the three core principles of the Ontario Equity and Inclusive Education Strategy. Several presentations and panel discussions on the following topics were provided:
• Barbara Hall, Chief Commissioner of the Ontario Human Rights Commission, spoke about a vision where everyone is valued and treated with dignity and respect; • Gary Campbell presented information on Putting It All Together: Deepening the Culture of Inclusion and Caring, in which he brought out the fact that students do better in schools with a positive climate in which they feel supported and safe through the culture of healthy relationships within the community; • Chris D’Sousa spoke about critical consciousness which is the assumptions and understanding that fuels judgments made about others and the fact that when one realizes the inequity in his or her own assumptions, this is an opportunity to change; and • a panel discussion that included topics such as holistic approach to student, basic needs of students, responsibility for one another, celebrating student success, dignity and respect for all cultures, empowering students through involvement and engagement and listening to their voice, relationship building through the whole community including parents and staff.
Parent, Family and Community Engagement Advisory Committee Page 5 February 16, 2011
(*)3. Moved by T. Lalani, seconded by J. Brackett:
That the following Pathways and Ministry Symposium on Equity and Inclusive Education presentations be received for information
- Carried –
STAFF REPORT
The Ministry’s Parents in Partnership policy was received and is now available to all members of the committee.
Spring school council forums are coming up, and all members of the PEAC are invited to speak at their local forums. Members were asked to indicate their interest in doing so to Principal R. Swarup. The confirmed dates are Tuesday, May 3, 2011 at Keswick High School and Tuesday, May 10, 2011 at Newmarket High School (two for the North due to geographic size); in the East the forum will be held on Thursday, May 19, 2011 at a location yet to be determined. The dates and locations of the West and Central areas will be provided at the next committee meeting.
R. Swarup shared information about her visits with the Tamil community in Markham, to Georgina Arts, and to Georgina Island, all examples of how the Board and the community are working in partnership to support the success and well-being of our students.
(*)4. Moved by L. Ziraldo, seconded by J. Silvert:
That the Parent, Family and Community Engagement Advisory Committee receive the Staff Report regarding spring school council forums and community engagement for information.
- Carried –
PROMISING PRACTICES AND CHALLENGES
Action F. Bertolas spoke about a Pleasantville Elementary School’s book swap, and asked for Required any organizations that would benefit from book donations. Members are asked to email him with contacts at organizations.
REPORT FROM THE BOARD
The Parent, Family and Community Engagement Advisory Committee Operational By- Laws were formally approved by the Board of Trustees at the January 24, 2011 Board Meeting.
Parent, Family and Community Engagement Advisory Committee Page 6 February 16, 2011
COMMUNICATIONS SUB-COMMITTEE UPDATE
A resignation was accepted from T. Leary, and in compliance with the PEAC By-Laws, the Communications Subcommittee has selected a new parent member from the North, Susan Del Tin. Ms. Del Tin has accepted and will be joining the committee at the next meeting.
Chair T. Lalani reminded members of the process for suggesting presentations and asked that questions for presenters be provided beforehand via electronic submission to Vice- Chair G. Kerr so the presenters can focus their content to the interests of this committee.
The Communications Subcommittee meeting has been moved from June 8, 2011 to June 15, 2011.
General feedback or comments on all presentations should be directed to the Chair, T. Lalani or Vice Chair G. Kerr.
(*)5. Moved by F. Bertolas, seconded by V. Balakumar:
That the Communications Sub-Committee Update be accepted for information.
- Carried –
FUTURE PRESENTATIONS
• Safe Schools • Engaging Parents in Special Education.
ADJOURNMENT
(*)6. Moved by L. Crabtree, seconded by J. Brackett:
That the PEAC Committee meeting adjourned at 9:07 p.m.
- Carried - ROUTINE
YORK REGION DISTRICT SCHOOL BOARD SPECIAL EDUCATION ADVISORY COMMITTEE
The regular meeting of the Special Education Advisory Committee (SEAC) was held on Thursday, March 3, 2011 in the Board Room of the Education Centre, Aurora at 7:03 p.m. with SEAC Vice-Chair L. Ziraldo presiding and the following members present:
Members: B. D’Angelo, S. Facchini, K. Gouthro, M. Graham, A. Helps, R. Jacobson, A. Leung, F. MacDonald, E. Maynard-Lloyd, C. Simmons-Physick, N. Stephens and K. Stewart
Alternate Member: K. Vink
Trustee: C. Chan
Staff: D. Conrad-Knight, L. Moreau, J. Porter and A. Ballard
Regrets: L. Burtt, M. Cohen, M. Ongman, B. Planche, Trustees S. Geller, G. Kerr, and A. Tam, Student Trustees M. Bun and L. Shelson
APPROVAL OF AGENDA
SEAC Vice-Chair L. Ziraldo announced a Declaration of Conflict of Interest is now being added to all Board and Committee meeting agendas. In accordance with the Municipal Conflict of Interest Act, all trustees who have a direct or indirect pecuniary interest in any matter being discussed by the Board are required to declare a conflict of interest and state the nature thereof. The Board By-Laws are being amended accordingly.
(*)1. Moved by K. Stewart, seconded by N. Stephens:
That the agenda be approved with the following addition.
• Declaration of Conflict of Interest
- Carried -
DECLARATION OF CONFLICT OF INTEREST
SEAC Vice-Chair L. Ziraldo asked that any trustee who has a direct or indirect pecuniary interest in any matter being discussed during this meeting should now state the conflict and the nature thereof. No conflicts were declared by trustees at this time.
MOMENT OF REFLECTION
K. Stewart presented the moment of reflection entitled “Entertaining Angels”. A copy will be attached to the minutes for Committee members. L. Ziraldo will deliver the Moment of Reflection at the April 7, 2011 SEAC meeting and R. Jacobson at the May 5, 2011 SEAC meeting. Special Education Advisory Committee Page 2 March 3, 2011
Note: SEAC representative A. Helps entered the meeting at 7:09 p.m.
Note: SEAC representative B. D’Angelo entered the meeting at 7:10 p.m.
RECEIPT OF MINUTES – February 10, 2011
(*)2. Moved by A. Leung, seconded K. Stewart:
That the minutes of the February 10, 2011 Special Education Advisory Committee meeting be received for information.
- Carried -
SPECIAL ANNOUNCEMENTS
Committee members received a summary from the budget input discussion at the Action February 10, 2011 meeting. Members are to review the information. Item
Principal of Student Services J. Porter will provide Committee members with follow-up materials from the February 10, 2011 Accessiblilty for Ontarians with Disabilities Act (AODA) – Customer Service presentation. Input should be directed to Ms. Porter or Action SEAC Vice-Chair L. Ziraldo. Item
PRESENTATION REGARDING MENTAL HEALTH NEEDS OF OUR STUDENTS
Superintendent of Student Services L. Moreau introduced and welcomed Managing Psychologist – Behaviour and Complex Needs Dr. K. Boyko and Principal on Special Assignment in Student Services B. Duncan. Superintendent Moreau briefly explained the presentation highlights mental health and wellness which is noted in the Trustees’ Multi- Year Plan. Prevention, intervention and crisis work are three areas listed under safe schools. SEAC members will be asked for input.
Note: SEAC representative K. Gouthro entered the meeting at 7:13 p.m.
Managing Psychologist Dr. K. Boyko acknowledged the presentation is to share information relating to mental health and gain knowledge and insight to understand the issues which affect both staff and students. She mentioned the Board has the new Safe, Caring and Supportive Schools and Workplaces Regional Steering Committee and Advisory Committee. Students and staff dealing with mental health issues are seen daily in the Board and these problems can interfere with personal development and academic success. The impact can be more pronounced for students with special needs. Dr. Boyko listed some important facts concerning mental health.
• One in five children and youth are diagnosed with a mental disorder or illness. • Only one in six children receive the required treatment. • Fifty per cent of all mental health episodes begin by age 14. • Many children and youth do not have mental health problems diagnosed. Special Education Advisory Committee Page 3 March 3, 2011
• Mental health has a direct impact on student health and well-being. • The most common problems include anxiety, depression and substance abuse. Depression increases the risk of suicide and is the second leading cause of death for Canadian youth between the ages of 15 and 24.
Psychologist Dr. K. Boyko outlined typical mental health disorders and illnesses. Dr. Boyko mentioned the chances of having more than one disorder increases for students with developmental needs particularly in adolescence. A Provincial Consortium on School-Based Mental Health, has released a video entitled “Open Up” to generate discussion and raise awareness on student mental health and the supportive role the Board and educators can play.
The SEAC viewed part of the video and Principal on Special Assignment in Student Services B. Duncan generated discussion with the Committee and asked for feedback about health and wellness. SEAC members discussed the importance the video can play in educating students and teachers and the mental health stigma which is portrayed by society.
Note: The SEAC divided into work groups at 7:35 p.m. to discuss health and wellness. The work groups ended at 7:40 p.m.
Ms. Duncan spoke about health and wellness through the key components of mental health literacy and the promotion of positive health, social and emotional development. A group discussion ensued among members about the importance of understanding the effects of mental health on students with exceptionalities, educating families and encouraging open communication. Committee members discussed the importance of endorsing the inter-relationship of mental health literacy and the promotion of health and wellness. Members noted when considering mental health issues, thought should to be given to geographic location, different cultures, understanding mental health issues and available assistance and support.
Psychologist Dr. K. Boyko explained the Board’s focus is on prevention, intervention and treatment with best practices and collaborative work to provide program and service delivery. The input and suggestions provided by the SEAC will be expressed to the Board’s Safe, Caring and Supportive Schools Committee.
SEAC Vice-Chair L. Ziraldo asked members to make resources available to families through their organizations. Superintendent of Student Services L. Moreau reiterated the importance of SEAC associations as partners with the Board on assisting students and families in health and wellness and sharing information.
Kinark Child and Family Services representative C. Simmons-Physick commented on the need for mental health funding and raising the overall profile of mental health.
SEAC Vice-Chair L. Ziraldo thanked Managing Psychologist – Behaviour and Complex Needs Dr. K. Boyko and Principal on Special Assignment in Student Services B. Duncan for the insightful presentation. Special Education Advisory Committee Page 4 March 3, 2011
(*)3. Moved by K. Gouthro, seconded by R. Jacobson:
That the Special Education Advisory Committee receive the “Mental Health Needs of Our Students” presentation for information.
- Carried -
SPECIAL EDUCATION REPORT
Principal of Student Services J. Porter stated the SEAC Operational By-Laws have been amended and updated in the Special Education Report.
STUDENT SERVICES REPORT
Superintendent of Student Services L. Moreau discussed recent care and treatment negotiations which focused on mental health. She stated it is important for all partners, agencies and the school board to work together to share information and understand mental health issues. Special Education workshops for new administrators are being held in March and April. Information was provided on the following items;
• the College of Teachers has launched the Special Education Additional Qualifications credit course, • SEAC should be aware of incoming inquires from parents because the Identification, Placement and Review Committee (IPRC) process is underway, • Special Education needs of students are becoming more complex, and • due to limited access to special needs services after high school, and the number of students requesting to remain in school beyond age 21, it was suggested that SEAC work in partnership with the Board to help assist parents in planning for the student’s transition into the adult environment.
Principal of Student Services J. Porter provided details on the various activities during February.
• The third session of the Assessment Workshop series has been held for new Special Education Resource Teachers. • The New Teacher Induction Program (NTIP) teachers received a Special Education workshop. • School teams received an Adobe Connect session regarding the administration of the Ontario Secondary School Literacy Test. • The hearing team at Alexander Mackenzie High School held the annual workshop “Alex Mac - Life after High School” where graduates from the hearing program shared experiences on life after high school and provided strategies for success to current students. • A new series of workshops is being held for administrators in the area of Autism Spectrum Disorder (ASD).
Special Education Advisory Committee Page 5 March 3, 2011
Principal Richmond Green Secondary School D. Conrad-Knight shared insight into the recent ASD workshops provided to administrators.
(*)4. Moved by F. MacDonald, seconded by K. Gouthro:
That the Special Education Advisory Committee confirm the recommendations for new funding expenditures for 2011-2012 that will be presented at the March 28, 2011 Budget Committee Meeting by the Special Education Advisory Committee.
- Carried -
Superintendent of Student Services L. Moreau asked the Association for Bright Children Action – York Region North and South representatives A. Helps and F. MacDonald to Item participate in providing feedback on a review of the process for screening giftedness.
(*)5. Moved by E. Maynard-Lloyd, seconded by A. Leung:
That the Special Education Advisory Committee receive the Student Services Report for information.
- Carried -
SUCCESSFUL PRACTICES AND CHALLENGES
Committee members discussed a successful practice regarding the SEAC orientation session and challenges relating to student transition practices through the system and the need for discussion, partnerships and support among students, parents and the Board.
REPORT FROM THE BOARD
At the February 7, 2011 Board Standing Committee meeting trustees;
• received the 2010 Child Care Report and the Professional Training Days 2011-2012 report for information, and • approved the 2011-2012 School Year Calendar for submission to the Ministry of Education.
During the February 24, 2011 Board Meeting trustees approved;
• the 2012 Board Committee Meetings Calendar, • the notice of motion to amend the Board By-Laws, and • the construction of an addition and renewal to Nobleton Senior Public School in the Township of King.
Special Education Advisory Committee Page 6 March 3, 2011
(*)6. Moved by F. MacDonald, seconded by S. Facchini:
That the Special Education Advisory Committee receive the Report from the Board for information.
- Carried -
COMMUNICATIONS SUB-COMMITTEE UPDATE
SEAC Vice-Chair L. Ziraldo stated the IPRC brochure and the SEAC Handbook are still under review.
Principal of Student Services J. Porter will supply informational material from the last Action AODA Committee meeting to SEAC members for review and further input. Item
SEAC Vice-Chair L. Ziraldo requested members to provide suggestions for the pending Round Table Discussion. Ideas given included student transition planning from elementary to secondary school as well as into the community and the usage of the school Connections Guide with service providers.
Action Jim Albery Award nominations are being sought prior to the March 31, 2011 deadline. Item
(*)7. Moved by R. Jacobson, seconded E. Maynard-Lloyd:
That the Special Education Advisory Committee receive the Communications Sub-Committee Update for information.
- Carried -
FUTURE PRESENTATIONS
• System Survey – April 2011 (once confirmed with staff) • Round Table Discussion regarding System Survey Questions – May 2011 • Safe, Caring and Supportive Schools – Pending
ADJOURNMENT
(*)8. Moved by A. Leung, seconded by S. Facchini:
That the Special Education Advisory Committee meeting adjourn at 8:42 p.m.
- Carried - ROUTINE
YORK REGION DISTRICT SCHOOL BOARD
CHAIR’S COMMITTEE
MINUTES OF MEETING #3 (PUBLIC) MARCH 7, 2011
The public session of the Chair’s Committee meeting was held at 2:22 p.m. in Room 103 at the Aurora Education Centre on Monday, March 7, 2011 with the following members present:
A. DeBartolo (Chair) N. Elgie D. Giangrande G. Kerr (via audio conference) A. Yeung L. Barnes K. Thurston
Also in attendance: Coordinating Superintendent of Education B. Harper, Coordinating Superintendent of Education C. Tulley, and Superintendent of Plant Services M. Roberts
(*)1. That the York Region District School Board receive the staff report Construction Projects Review. (Appendix 1)
(*)2. That the May 2011 Board Meeting be rescheduled from May 26, 2011 to May 31, 2011.
(*)3. That the York Region District School Board support, in principle, the Children and Youth Mental Health Statement of Intent, as outlined in Appendix 2, and formally join the Coalition for Children and Youth Mental Health.
March 7, 2011
For further information, please contact the Director K. Thurston, Chair A. DeBartolo or Senior Manager, Board and Trustee Services L. Barnes.
YORK REGION DISTRICT SCHOOL BOARD
CONSTRUCTION PROJECTS REVIEW
(As of March 24, 2011)
YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of March 24, 2011)
NEW ELEMENTARY SCHOOLS Architect Contractor Start Proposed Scheduling Date on Occupancy Projects Site Date
Pierre Berton Public School (MF) Robertson Aquicon July 5/10 Sept 7/11 On schedule Simmons Electrical rough-in on ground floor 65% completed. Ground floor non-load bearing walls 100% complete. Mechanical rough-in ground floor 65% completed. Mechanical room 40% complete. Boiler room 40% complete. Ground floor sheet metal duct work (Main ducts) 70% complete. Ground floor sprinkler line main line 80% complete, secondary branch 60% complete. Second floor load bearing walls 100% complete. Second floor electrical rough-in 55% complete. Second floor mechanical rough-in 55% complete. 2nd floor sheet metal duct work (main ducts) 40% complete. Open web steel joist 100% complete. Roof decking 100% complete, built-up roof 30% complete. All window frames and glass 90% complete. Curtain wall frames only, 90% complete. Control wire rough-in 30% complete.
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of March 24, 2011)
NEW ELEMENTARY SCHOOLS Architect Contractor Start Proposed Scheduling Date on Occupancy Projects Site Date
Nellie McClung Public School (EC) Snyder & Torcom July 5/10 Sept 7/11 On schedule st Associates Sprinkler rough-in 1 floor 75% complete.. Windows on the 1st floor 90% installed, 2nd floor 90% installed. Site services progress 98% complete. Asphalt paving sub-base at 90% completed, east elevation bus loop in place. Structural steel erection at 100% complete on 1st floor and 2nd floor 98% complete. Mechanical and electrical rough-in 90% on 1st floor and 10% on 2nd floor following masonry progress work : Plumbing and HVAC on 1st floor 90% complete and 20% complete on 2nd floor plumbing and HVAC. First floor load bearing masonry walls at 100% complete. 2nd floor load bearing walls at 100% complete. 1st floor non-load bearing walls at 99% complete, 2nd floor at 95% complete. Slab on grade all in place. Concrete curbs 50% poured. Main roof framing joists at 90% complete.
NEW ELEMENTARY SCHOOLS Architect Contractor Start Proposed Scheduling Date on Occupancy Projects Site Date
Bond Lake Public School (EC) Stafford Pre-Eng Aug 4/09 Sept 7/10 Opened on Haensli Contracting schedule 245 Old Colony Road Richmond Hill, Ontario Architects
A few deficiencies outstanding, repair work underway and being completed. Quarterly inspections for the 1st warranty year and annual inspection afterwards for the gas methane system by consultant was awarded to Golder Associates. First quarterly inspection has been done. Second quarterly inspection to follow in March 2011.
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of March 24, 2011)
NEW ELEMENTARY SCHOOLS Architect Contractor Start Proposed Scheduling Date on Occupancy Projects Site Date
Glenn Gould Public School (EC) IBI Group Percon Sept 9/09 Sept 7/10 Opened on 675 Vellore Park Aveue Architects Construction schedule Vaughan, Ontario
Painting, deficiencies work to be rectified. Deficiencies work ongoing. List provided by the architect to Percon. Sound insulation started in administration area, office and meeting rooms - ongoing. Three “No Stopping” traffic signs have been ordered.
Sam Chapman Public School (MF) MCA Pre-Eng Sept 14/09 Sept 7/10 Opened on Contracting schedule 270 Alfred Paterson Drive Markham, Ontario
Building and site 100% complete. Project under warranty.
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of March 24, 2011)
NEW SECONDARY SCHOOLS Architect Contractor Start Proposed Scheduling Date on Occupancy Projects Site Date
Dr. Bette Stephenson Centre for Learning (MF) Moffet & Maystar Sept 8/09 Jan 3/11 On schedule Duncan General 36 Regatta Avenue Richmond Hill, Ontario Architects Contractors
First Floor deficiency list issued. Repair work is ongoing. Second Floor deficiency list issued. Repair work is ongoing.
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of March 24, 2011)
REPLACEMENT SCHOOLS Architect Contractor Start Proposed Scheduling Date on Occupancy Projects Site Date
Markham District High School Replacement (MF) Moffet & Percon Oct 31/08 Aug 18/10 Opened on 89 Church Street Duncan schedule Markham, Ontario Architects
Landscaping 60% complete. East parking lot 100% complete. West parking lot, 100% complete. Storm outfall, 50% complete. Old school demolition 95% complete. Project under warranty to September 30, 2011.
Sutton Public School Replacement (MF) Salter Pilon Torcom June 4/09 July 15/10 Opened on 5147 Baseline Road Architects schedule Sutton, Ontario
Occupancy July 15/10. Project under warranty to July 15, 2011.
Whitchurch Highland Public School Carruthers Tasis July/09 Sept 7/10 Opened on Replacement (EC) Shaw and schedule 13812 Warden Avenue Partners Stouffville, Ontario Architects
Fixing of deficiencies ongoing. Sanitary system installation complete. Training and demonstration of system will be provided by Genivar consultants in the upcoming weeks.. Outstanding work: wiring of the septic tanks completed. Once ‘as-built ‘drawings are provided demonstration and training will be scheduled with contractors and consultant (Genivar). Music room: VCT flooring replaced with rubberized flooring this was complete.
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of March 24, 2011)
ADDITIONS TO SCHOOLS Architect Contractor Start Proposed Scheduling Date Occupancy Projects on Site Date
Emily Carr Secondary School ZAS Rutherford Sept. 22/10 Sept 6/11 On schedule. BBT Addition 4901 Rutherford Road, Woodbridge, Ontario
Footings 100% complete. Foundations 100% complete. Backfilling/compaction 100% complete. Damp proofing/waterproofing 100% complete. Plumbing rough-in 100% complete. Load-bearing masonry is 100% complete at west addition, 80% complete at east addition. Steel erection 100% complete at west addition, 30% complete at east addition. Mechanical ongoing. Electrical ongoing. Roof deck installed at west addition only.
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of March 24, 2011)
COMPLETED PROJECTS IN WARRANTY
Projects Architect Contractor
Windham Ridge Public School (JL) Allen & Sherriff Ross Clair Architects Contracting 5 Classroom Addition 32 Cardinal Trail Richmond Hill, Ontario
Minor deficiencies being completed. Under warranty until October 25, 2011.
*Substantial Completion occurs when the project is ready for its intended use, or is already being used that way, and the work is generally 98% complete as certified by the consultants supervising the work.
March 24, 2011 For further information, please contact the Director of Education or Margaret Roberts.
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
APPENDIX 2
Children and Youth Mental Health Statement of Intent
BACKGROUND:
The Ontario Public School Boards’ Association (OPSBA) convened a meeting on January 18, 2011 to explore the possibility of creating a Coalition dedicated to supporting the full continuum of services for Children and Youth Mental Health.
The discussion at the meeting recognized and honoured the many organizations that work to support the conditions which promote children and youth success and well-being in life and in school. It was identified that there has never been a better time to come together to join in dialogue and action to deliver a collectively aligned and consistent message that will have widespread resonance and impact on developing and implementing effective, integrated and sustainable public policy.
There was support from all the representatives of the various organizations that this is an excellent approach and one that each representative is taking back to their respective organizations for formal endorsement.
There is recognition that organizations have different capacities, roles and responsibilities, and as such, will determine the extent to which they can support and participate in the various activities within the Coalition. OPSBA is asking each of its Member Boards to add strength to this priority by becoming a member of the Coalition for Children and Youth Mental Health.
RECOMMENDATION:
It is recommended that ______DSB approve in principle the following Statement of Intent and formally join the Coalition for Children and Youth Mental Health.
The following Statement of Intent is offered for adoption by school boards in relation to their membership in the Coalition for Children and Youth Mental Health.
CHILDREN AND YOUTH MENTAL HEALTH
STATEMENT OF INTENT
The Coalition for Children and Youth Mental Health believes that fostering social and emotional health as a part of healthy child development must be a priority in Ontario schools and a priority for integrated public policy in the province. Nurturing the whole child promotes children’s rights. It involves engaging with the entire community of caring adults to provide a full continuum of services that includes mental health literacy, promotion of positive social-emotional development, prevention of mental health problems, intervention services and clear pathways to care. The Coalition advocates for the conditions that promote student success in school and in life and recognizes that this is strongly linked with student mental health and well-being. It is vital to recognize that investing in mental health and well-being of children and youth is an investment in Ontario’s future sustainability and prosperity.
The Coalition’s work in this area will focus on:
• Mental Health Literacy and Wellness: Advocating for funding and support for an effective mental health literacy program for all staff working directly with children and youth in schools as well as promoting mental health literacy and wellness in children and youth themselves
• Integration, not Fragmentation: Promoting inter-ministerial collaboration and a multi- sectoral approach to ensure facilitated access to timely, integrated, responsive and equitable mental health services for children and youth across Ontario
• Integrated Public Policy: Contributing to the development and implementation of strategic and integrated public policy that will positively transform mental health for children and youth through action that takes into account the impact of the social determinants of health*
• Partnerships: Building a network of provincial partners dedicated to children and youth mental health to ensure an alignment of priorities and consolidation of effort for sustained change to mental health services, supports and promotion
• Student and Parent Voice: Ensuring that the wisdom and lived experiences of students and parents provide a vital voice in the work of the Coalition.
*Social determinants of health are: "the conditions in which people are born, grow, live, work and age, including the health system.” (World Health Organization)
YORK REGION DISTRICT SCHOOL BOARD
POLICY AND BY-LAW COMMITTEE
MINUTES, MEETING #3 MARCH 7, 2011
The Policy and By-Law Committee met at 4:33 p.m. in Room 200 on Monday, March 7, 2011 with Committee Chair A. DeBartolo presiding and the following trustee members and resource staff present; L. Carruthers, C. Chan, D. Giangrande, A. Yeung, Senior Manager, Board and Trustee Services L. Barnes, Director of Education K. Thurston, and Elementary Principal Representative K. Tanaka.
Also in attendance: Student Trustee L. Shelson, Coordinating Superintendents B. Harper and C. Tulley and Assistant Manager, Board and Trustee Services L. Reinhardt.
Regrets: Trustees N. Elgie, J. Hertz, J. Nathan, A. Tam and M. Van Beek, Student Trustee M. Bun and Secondary Principal Representative T. Dungey.
CALL TO ORDER
Chair A. DeBartolo called the meeting to order at 4:33 p.m.
APPROVAL OF AGENDA
1. Moved by A. Yeung, seconded by D. Giangrande:
That the agenda be approved as written.
- Carried -
DECLARATION OF CONFLICT OF INTERES T
Chair A. DeBartolo asked that any trustee who has a direct or indirect pecuniary interest in any matter being discussed during the meeting to state their conflict and the nature thereof. No conflicts were declared by trustees at this time.
RECEIPT OF MINUTES
The minutes of the February 7, 2011 Policy and By-Law Committee meeting were received for information.
POLICY AND BY-LAW COMMITTEE MINUTES PAGE 2 MARCH 7, 2011
POLICY #663.0, PARTNERSHIPS WITH EXTERNAL AGENCIES FOR P ROVIS ION OF SERVICES BY REGULATED HEALTH PROFESSIONALS, REGULATED SOCIAL SERVICE PROFESSIONALS AND PARAPROFESSIONALS
Superintendent of Student Services L. Moreau and Supervisor, Attendance Services J. Lewis were in attendance to discuss Policy #663.0, Partnerships with External Agencies for Provision of Services by Regulated Health Professionals, Regulated Social Service Professionals and Paraprofessionals. It was noted that no comments were received on the first draft circulation of this policy.
Note: Trustee L. Carruthers entered the meeting at 4:36 p.m.
The responsibilities of the Director of Education will be added to the policy and procedure.
2. Moved by D. Giangrande, seconded by A. Yeung:
That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #663.0, Partnerships with External Agencies for Provision of Services by Regulated Health Professionals, Regulated Social Service Professionals and Paraprofessionals, as amended, be forwarded to the March 24, 2011 Board Meeting for final approval. (Appendix 1)
- Carried -
POLICY #610.0, REPORTING CHILDREN IN NEED OF PROTECTION
Superintendent of Student Services L. Moreau and Supervisor, Attendance Services J. Lewis were in attendance to discuss Policy #610.0, Reporting Children in Need of Protection. It was noted that this is a new policy to accompany the existing procedure. Revisions to the procedure are a result of changes to the Child Protection Protocol for York Region.
Supervisor, Attendance Services J. Lewis highlighted several changes to the process for reporting concerns to the Children’s Aid Society and interviewing children.
The responsibilities of the Director of Education will be added to the policy and procedure.
3. Moved by D. Giangrande, seconded by A. Yeung:
That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #610.0, Reporting Children in Need of Protection (First Draft), as amended, be circulated to the system for comment. (Appendix 2)
- Carried - POLICY AND BY-LAW COMMITTEE MINUTES PAGE 3 MARCH 7, 2011
Note: Trustee C. Chan declared a conflict of interest on Policy #680.0, Student Transportation.
POLICY #680.0, STUDENT TRANSPORTATION
Coordinating Superintendent of Education B. Harper, Senior Manager, Administrative Services D. Neale and Manager, Student Transportation Services J. Fair attended the meeting to discuss revisions made to Policy #680.0, Student Transportation.
Committee Chair A. DeBartolo spoke on behalf of the Joint Board Consortium and updated the committee on discussions related to walk zone distances. Coordinating Superintendent of Education B. Harper provided additional information on the decision to maintain the current model of having two walk zones for elementary students. It was noted that in order to receive a high rating on the Efficiency and Effectiveness Review both Boards in the Consortium should strive to align the information in their transportation policies.
Senior Manager, Administrative Services D. Neale reviewed the following changes to the policy;
• the term walking distances has been replaced with “transportation zone”; • inclusion of the responsibilities of the Director of Education, Coordinating Superintendent of Education and Superintendents of Schools; • a statement was added to the responsibilities of parents with regard to transportation to and from extra-curricular activities, field trips and/or extended student travel; • a statement was added to the responsibilities of students with respect to their eligibility to ride a school bus; and • definitions of transportation zone and non-transportation zone have been added.
Information was provided to trustees about how the Board responds to situations where the cost of a monthly public transit pass is more than the York Region Transit single zone base price.
Committee members discussed the issue of walk zones at length including costs, Ministry funding, temporary seating, school boundary areas and alignment of York Region and York Catholic District School Board policies. It was decided that additional consideration regarding walk zones will be discussed at a future Policy and By-Law Committee meeting in conjunction with any comments received regarding the proposed policy.
Action Information will be provided to trustees on the walk zones of other school boards in Required Ontario.
POLICY AND BY-LAW COMMITTEE MINUTES PAGE 4 MARCH 7, 2011
The language and definitions in Policy #680.0, Student Transportation and Policy #108.0, Student Accommodation – Attendance Areas and Student Transfers will be aligned. Information on subsidies available for students who take public transportation beyond the York Region Transit single zone base cost will be included. Several additional minor changes were noted.
4. Moved by D. Giangrande, seconded by A. Yeung:
That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #680.0, Student Transportation (First Draft Revision), as amended, be circulated to the system for comment. (Appendix 3)
- Carried -
POLICY #108.0, STUDENT ACCOMMODATION – ATTENDANCE AREAS AND STUDENT TRANSFERS
Superintendent, Planning and Property Development R. Benson and Manager, Planning and Property Development J. Ross reviewed changes to Policy #108.0, Student Accommodation – Attendance Areas and Student Transfers.
Manager, Planning and Property Development J. Ross highlighted a number of changes that were recommended at the February 7, 2011 Policy and By-Law Committee Meeting. The definition of transportation zones has been added in order to improve clarity.
Committee members suggested that a statement be added prior to the definition of transportation zones identifying that this information has been taken from the Student Transportation Policy and additional information regarding transportation can be found in Policy #680.0, Student Transportation. The language in Policy #108.0, Student Accommodation – Attendance Areas and Student Transfers and Policy #680.0, Student Transportation will be aligned. Several additional minor wording changed were noted.
Information was provided to trustees on the process undertaken by schools and superintendents to review existing student transfers and communicate options, with parents, that are available to these students for the next school year. Director of Education K. Thurston indicated that the importance of this process will be reinforced at a future superintendents meeting.
5. Moved by L. Carruthers, seconded by D. Giangrande:
That in accordance with Board Policy #285.0, Board Policies and Procedures, Policy #108.0, Student Accommodation – Attendance Areas and Student Transfers (First Draft Revision), as amended, be circulated to the system for comment. (Appendix 4)
- Carried - POLICY AND BY-LAW COMMITTEE MINUTES PAGE 5 MARCH 7, 2011
INFORMATION ITEMS
Policy Review Status Chart
The list of policies scheduled for review was included with the agenda for information.
Date of Next Policy and By-Law Committee Meeting
The next Policy and By-Law Committee meeting is scheduled for Monday, April 11, 2011 beginning at 4:30 p.m.
ADJOURNMENT
6. Moved by L. Carruthers, seconded by A. Yeung:
That the Policy and By-Law Committee meeting adjourn at 5:39 p.m.
- Carried -
Appendix 1
FINAL APPROVAL
Board Policy #663.0
Partnerships with External Agencies for Provision of Services by Regulated Health Professionals, Regulated Social Service Professionals and Paraprofessionals Document Integration Project Format
Policy Statement
The York Region District School Board (YRDSB) respects the importance of partnerships and collaborative relationships, such as COMPASS (Community Partners with Schools), that complement or enhance learning. The Board is committed to promoting effective community-based partnerships with external agencies that foster continuous improvement and are consistent with the Board’s mission, vision and values. Collaborative protocols are established in partnership with external agencies for the provision of services by regulated health professionals, regulated social services professionals and paraprofessionals and must enhance and supplement but not duplicate the delivery of services of YRDSB professional Student Services staff and/or paraprofessional staff and not violate collective agreements.
This policy does not apply to government mandated services provided directly to students in school settings such as:
• School Health Support Services, serviced through Community Care Access Centres; • Children’s Treatment Network; • Care and Treatment agreements; • Board-wide Protocols with Children’s Aid Societies and Police Services; and/or • Guest speakers, classroom presentations and assemblies.
Responsibilities
The Director of Education is responsible for:
• implementing and operationalizing the Partnerships with External Agencies for Provision of Services by Regulated Health Professionals, Regulated Social Service Professionals and Paraprofessionals policy.
Collaborative Relationships for Extended Services (CRES) Committee is responsible for:
• ensuring that each proposed agreement demonstrates that the services offered by an external agency benefits all parties and enhance the learning and wellbeing of students; and • ensuring supports to schools have appropriate qualifications, credentials and supervision.
Superintendents of Schools are responsible for:
• reviewing CRES agreements to ensure: • compliance with the mission, vision, and values of the Board and Board policies and procedures; and • a clear rationale for the request and demonstration that available Board services have been explored and implemented.
Principals are responsible for:
• following parameters set out in the CRES agreement template to initiate, maintain and terminate agreements.
Definitions
Collaborative Relationships for Extended Services (CRES) Committee
A committee of representatives from York Region District School Board including the Superintendent of Student Services or designate, Human Resources staff, Special Education staff, and the COMPASS Leadership Group.
A CRES Agreement
An extended services agreement which outlines the primary focus of each proposed agreement and demonstrates that the services offered by an external agency will benefit all parties and enhance the learning and well being of students without duplicating available Board services.
COMPASS - Community Partners with Schools
A model that networks, integrates and builds on the strengths of existing service providers, expands services available to the community and links mental health, social and recreational and educational services to create a comprehensive support system for children, youth and their families.
External Agency
An organization, not internal to a school board, that employs regulated health professionals, regulated social services professionals and paraprofessionals.
Regulated Health Professional, Regulated Social Service Professionals and Paraprofessionals include:
• audiologist, as defined by the Audiology and Speech-Language Pathology Act, 1991; • speech-language pathologists, as defined by the Audiology and Speech-Language Pathology Act, 1991; • occupational therapists, as defined by the Occupational Therapy Act, 1991; • physiotherapists, as defined by the Physiotherapy Act, 1991; • psychologists, as defined by the Psychology Act, 1991; • psychological associates, as defined by the Psychology Act, 1991; • social workers, as defined by the Social Work and Social Service Work Act, 1998; • other regulated professionals and/or paraprofessionals who are deemed by the school board to be essential for the delivery of programs and services for students with special needs; and • any future regulated categories will also be covered by this protocol.
Paraprofessionals
Paraprofessionals are individuals with relevant post-secondary or on the job training (e.g. child and youth workers, child and youth counselors, occupational therapy assistants or physiotherapy assistants and communications disorders assistants).
Regulated Professional Student Services Personnel
For the purpose of this policy, Regulated Student Services Personnel are considered those personnel in one of the following categories:
• Audiologist, as defined by the Audiology and Speech-Language Pathology Act, 1991; • Occupational therapists, as defined by the Occupational Therapy Act, 1991; • Physiotherapists, as defined by the Physiotherapy Act, 1991; • Psychologists or Psychological Associates as defined by the Psychologists Act, 1991; • Social workers, as defined by the Social Work and Social Services Work Act, 1998; and • Speech-language pathologists, as defined by the Audiology and Speech-Language Pathology Act, 1991
Unionized Staff
School board-employed professional student services personnel and/or paraprofessionals that are represented by a bargaining agent recognized under the Labour Relations Act.
Department
Human Resources Student Services
Policy History
Approved 2011
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures. ATTACHED FOR INFORMATION Board Procedure #663.0 Partnerships with External Agencies for Provision of Services by Regulated Health Professionals, Regulated Social Service Professionals and Paraprofessionals Document Integration Project Format
The purpose of this procedure is to comply with the Ministry’s Protocol for Partnerships with External Agencies for Provision of Services by Regulated Health Professionals, Regulated Social Service Professionals, and Paraprofessionals and outlines the process for developing effective community-based relationships with external agencies that foster continuous improvement in the delivery of programs and services for students in schools. It applies specifically to partnerships with external agencies for provision of services by regulated health professionals, regulated social service professionals and paraprofessionals.
Responsibilities:
The Director of Education shall:
• allocate staff and resources to support the Partnerships with External Agencies for Provision of Services by Regulated Health Professionals, Regulated Social Service Professionals and Paraprofessionals procedure.
Collaborative Relationships for Extended Services (CRES) Committee shall:
• designate a school board personnel from Student Services to manage aspects of this policy and procedure that are Board related; • review proposed CRES documents to ensure issues such as accountability, liability, confidentiality and consent have been examined and requirements have been satisfied; • ensure that CRES documents support the policies and procedures established by the YRDSB and demonstrate sound management and fiscal responsibility; • respond to requests while considering available resources; • ensure the partnership will enhance and not duplicate the duties, functions or roles of Board Student Services personnel and will respect all contractual and collective agreement obligations of both the Board and the community participant; • ensure a process to collect evidence of effective service programs that are evaluated in collaboration with the Board, paraprofessionals and external agencies; • address any disagreements or disputes that may arise among the parties; • maintain a record of where CRES agreements have been undertaken; • ensure the terms of termination are specified in each Collaborative Agreement; and • ensure agreement includes requirement to provide thirty days written notification of intent to terminate service with a provider.
Superintendents shall:
Review the CRES documentation to ensure:
• clear rationale for the request and demonstration that available Board services have been explored and implemented, where possible; • the benefits are clearly defined for all parties and demonstrate how the services will enhance student learning and well being; • clearly defined expectations of each partner before the agreement is implemented; • adequate information regarding allocation of resources to complement, not replace, existing educational programs which are publicly funded; • ensure alignment with Board policies and procedures; and • ensure proposed agreement documents are completed and forwarded to the CRES committee via the Superintendent of Student Services.
Principals shall:
• consult with relevant Student Services personnel prior to initiating agreement process; • follow parameters set out in the agreement template to initiate, maintain and terminate CRES agreements; • ensure that prospective external partners complete the Partnership Agreement form, Checklist for Partnership Agreement, and Confidentiality Agreement; • obtain appropriate informed consent when service is for an individual student and when service is provided to a whole class, provide a letter informing parent/legal guardian(s) and/or students, who are of age to consent, of the service(s) to be provided; • forward the above documentation to the Superintendent of Schools for review; • identify any issues of non-compliance of the partnership agreement; and • maintain and provide evidence of effectiveness in addressing the identified needs, in collaboration with the service provider to the CRES committee as part of the contract agreement.
External Agency Provider shall:
• sign the following documents: • Partnership Agreement Form; • Checklist for Partnership Agreement; and • Confidentiality Agreement; • ensure employees who are providing the services are duly qualified to perform the services; • ensure services are provided in accordance with legislative, regulatory and professional standards and requirements, as applicable; • provide the following information regarding professional and paraprofessional staff; • evidence of work under the clinical supervision of staff from the External Agency, • proof of membership in the relevant regulated college, • proof of criminal record checks, • details of the professional/paraprofessional’s role and responsibilities; name of immediate supervisor and a supervision plan that includes details of frequency of supervision and the supervisor’s qualifications, and • ensure that staff sign in at the school office and carry a visitor’s pass which should be worn and visible at all times, or where an agency employee has an Ontario Education Services Corporation (OESC) issued Identification Card, this may be worn and visible at all times; • where the agency employee is part of a provincial organization with standards and practices in place that meet the requirements of Regulation 521/01, the employee may present a valid photo identification card from the provincial organization in lieu of the visitor’s pass. These organizations include; • Public Health Departments, • Victorian Order of Nurses, • Community Care Access Centres, • Children’s Mental Health Ontario, • Provincial Schools Authority, • Children’s Aid Societies, and • St. John’s Ambulance; • be responsible for supervision and evaluation for the performance of its employees performing the services under the Agreement; • deliver services in a capacity building manner; • clearly state any required fees or payments; • agree to participate in a dispute resolution process if a conflict arises and cannot be resolved; and • provide proof of liability insurance and indemnification certificate.
Procedure History
Approved 2011
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures. Appendix 2
FIRST DRAFT Board Policy #610.0 Reporting Children in Need of Protection Document Integration Project Format
Policy Statement
The York Region District School Board (YRDSB) respects that legislation, namely the Child and Family Services Act, 2001, requires all staff and volunteers to report any concerns or suspicions with respect to the harming of children by parents and other caregivers. The Board is committed to ensuring that all staff and volunteers are aware of the legal responsibility to report concerns and working collaboratively with York Children’s Aid Society to ensure that reporting occurs in a timely and appropriate manner.
Legislative Context
Child and Family Services Act, 2001, Section 72 Municipal Freedom of Information and Protection of Privacy Act
Responsibilities
The Director of Education is responsible for:
• implementing and operationalizing the Reporting Children in Need of Protection policy.
Superintendents of Schools are responsible for:
• offering support and advice to administrators.
Principals are responsible for:
• ensuring that staff are trained every year about the legal duty to report Child protection concerns; and • ensuring that staff are supported to contact the CAS in a timely fashion.
Definitions
The Child and Family Services Act (CFSA)
The Child and Family Services Act is legislation which governs the duty to report children in need of protection.
Child Protection
Child protection describes situations where a child has suffered, or where there is a risk that the child will suffer, physical, sexual or emotional harm or neglect inflicted by a caregiver.
Children’s Aid Society (CAS)
All societies in York Region which handle child protection concerns (e.g. Children’s Aid Society of York Region, Jewish Family and Child Service).
Child
As defined by the Child and Family Services Act, a child is anyone under 16 years of age. Department
Student Services
Policy History
Drafted March 8, 2011
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
ATTACHED FOR INFORMATION
Board Procedure #610.0 Reporting Children in Need of Protection Document Integration Project Format
This procedure outlines the steps to be taken when child protection concerns are identified.
Responsibilities
The Director of Education shall:
• allocate staff and resources to support the Reporting Children in Need of Protection procedure.
Principals shall:
• ensure that all school staff and volunteers are trained yearly of the requirements of the CFSA to report any situations or suspicions of a child protection concern; • support school staff and volunteers in reporting child protection concerns immediately; • ensure that staff and volunteers complete a Record of Consultation (LINK) with CAS; • if child transfers from school, the Record of Consultation (LINK) with CAS should be sent separately from OSR to the receiving school; • not deter staff or volunteers from making a report; • if CAS and police wish to interview a child on school premises, ensure that the Notice to Principal (LINK) concerning access/interview of a student on school premises by CAS is completed by CAS worker; • provide a private room for the interview; • take direction from CAS and police about having a support person from the school present during the interview; • if child is removed from school by CAS, have CAS worker complete the Notice to Principal (LINK) concerning the removal of a student under the provisions of the CFSA; and • ensure that all records are kept in a confidential file outside of the OSR • consult with the Superintendent, if situation is out of the ordinary.
Staff and volunteers shall:
• in the case of direct disclosures from students, ensure that the child is appropriately supported and reassured; • inform the principal or designate of the need to make a report to CAS so that the call can be made immediately and coverage can be provided for the staff person or volunteer if necessary; • when contacting CAS, staff and volunteers may request that their identity be kept confidential but will still need to provide their name and contact information for CAS records (CAS will do their best to maintain the confidentiality of the caller unless the matter is pursued in family/criminal court); • provide CAS with reason for concern as well as any other relevant information, such as child’s behaviour, previous communication with parents/guardians, family’s strengths/supports; • maintain clear, concise objective notes including documentation of any injuries; • in situations where the staff person or volunteer is not certain if the situation warrants a report, CAS should be consulted with regards to the information and to determine if a report is necessary. In these situations, the principal or designate should be made aware by the reporting staff/volunteer; • not contact the parents/guardians unless advised by CAS; • not further investigate the concerns;
• complete the Record of Report (LINK) to CAS including plan by CAS to follow up and ensure that the principal or designate is aware; and • continue to report to CAS any additional concerns.
Children’s Aid Society Workers shall:
• contact the Administrative Assistant for Attendance and Counselling Services who will maintain a record of each request for information from CAS; • provide their name and contact information; • confirm that they are involved in an active investigation regarding a child protection concern; and • provide the name and date of birth for the child.
Administrative Assistant for Attendance and Counselling Services shall:
• maintain a record of each request from CAS; and • provide the CAS with the current address, phone number and name of the student’s present or last attended school.
When the Children’s Aid Society is unable to find a child:
If a CAS worker, who is attempting to investigate a child protection concern, is unable to locate a child, privacy legislation allows for school boards to provide information that will assist in locating the child.
In accordance with section 32(d) of the Municipal Freedom of Information and Protection of Privacy Act, an institution shall not disclose personal information in its custody or under its control except, if the disclosure is made to an officer, employee, consultant or agent of the institution who needs the record in the performance of their duties and if the disclosure is necessary and proper in the discharge of the institution’s functions.
Department
Student Services
Procedure History
Replaced Procedure #610.0, Child Abuse Revised October 2001 Revision Drafted March 8, 2011
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
Appendix 3
FIRST DRAFT REVISION
Board Policy #680.0 Student Transportation Document Integration Project Format
Policy Statement
Recognizing the large rural and urban geographic dimensions of York Region, it is the policy of the York Region District School Board to provide transportation services to students deemed to be eligible as stated in this policy.
The Board of Trustees is responsible for:
• the provision of transportation services for all students deemed eligible from Junior Kindergarten (JK) to Grade 12; • ensuring trustee representation on the Joint Board Consortium; • advising senior staff of implementation issues; • reviewing the provision for transportation to optional programs annually; and • establishing the Board policy which governs Student Transportation Services (STS).
The Director of Education is responsible for:
• implementing and operationalizing the Student Transportation policy; and • ensuring that appropriate decisions are made with respect to new and/or emerging transportation issues.
Coordinating Superintendents of Education are responsible for:
• establishing the criteria for and managing the procedure for temporary transportation; and • reviewing and making decisions on compelling circumstances regarding safety and non transportation zones as required.
Superintendents of Schools are responsible for:
• being the main communicators between and among STS, principals, trustees and the community; • recommending temporary transportation to the Coordinating Superintendent of Education; • responding to concerns raised by trustees, parents and community members; and • applying the transportation policy and procedure.
Principals are responsible for:
• dealing with all problems of discipline on Board-provided transportation services; • consistently communicating the policy and procedure to students, parents and the community; • managing the daily school related operational issues and reporting any concerns to senior staff; • communicating that transportation for field trips and extra-curricular activities is the responsibility of the student and parent and not Student Transportation Services; and • administering the validation of eligible ridership as provided by the Student Transportation Services.
Student Transportation Services (STS) is responsible for:
• providing safe, efficient and on time transportation for students; • establishing and managing bus routes based on Board criteria; and • ensuring the seating capacity of a school vehicle is limited to the manufacturer’s rating.
Parents are responsible for:
• ensuring their child(ren) arrive at the collector points on time for pick up; • picking up their child(ren) at school at the end of the morning JK/SK half-day program; • dropping off their child(ren) at school for the start of the afternoon JK/SK half-day program; • transporting their child(ren) who, by choice, attend a school other than their community school unless attending a transportation approved optional program; • ensuring the safety and behaviour of their child(ren) prior to pick-up and following drop-off at the end of the school day; and • ensuring their children are dropped off and picked up for extra-curricular activities, field trips and/or extended student travel.
Students are responsible for:
• appropriate behaviour while riding the school bus in accordance with Board policies and procedures and their school’s Code of Conduct; and • riding a school bus only when eligible under the Board policy or when temporary permission has approved.
Legislative Context
Education Act
Definitions
Community School
Community school refers to the school to which a student is assigned by the Board to attend for regular programming (English track) based on the student’s home address. Transportation zones apply.
Collector Points
Collector points are centralized designated locations for the pick-up and drop-off of students. The factors to determine collector points are student safety, bus route efficiency and economy.
Eligible Students
Eligible students are those who live within the approved transportation zone for their community school or are attending an optional program for which the Board of Trustees has approved transportation.
Exceptional Students
For transportation purposes, exceptional students are those students deemed exceptional by an Identification, Placement and Review Committee (IPRC). Exceptional students receive transportation in accordance with Board policy and their IPRC.
Optional Program
An optional program is a program which students may choose to attend. An optional program is not Ministry-mandated, but offered by the Board and may or may not be located at the student’s community school.
Students attending optional programs do not receive transportation unless approved by the Board of Trustees or if the program is located at a student’s community school. In all cases, transportation zones apply.
French Immersion
French Immersion is an optional program for which the Board of Trustees has approved transportation as follows:
• elementary students who live within the transportation zone of the French Immersion program servicing their community school; and • secondary students who are not considered transit served and who live within the transportation zone as determined by Student Transportation Services.
Public Transportation
Public transportation is defined as municipal/regional transit service (YRT/VIVA) or Go Transit. Students qualifying are eligible for reimbursement beyond the cost of the YRT single zone pass.
Ride Time
Ride time is the time a student spends on a bus from collector points. The walking time to and from collector points is not included.
Ride times on public or Board provided transportation exceeding approximately 60 minutes would be considered exceptional circumstances.
Student Transportation Services (STS)
Student Transportation Services (STS) is a joint venture between the Catholic and public school boards in York Region. The mandate of STS is to provide safe, efficient and on time transportation for all eligible students.
Student Transfers
Students who transfer out of their community school are considered student transfers and are not eligible for transportation.
Transportation
In most instances, transportation refers to busing provided by STS. Transportation is provided for students who live within the grade appropriate transportation zone for their community school attendance area or transportation approved optional program. While a student’s home or caregiver's address may be used to determine bus eligibility, either address must be:
• used consistently; • within the school boundary; and • within the transportation zone.
a) Transportation Zone
This is an area designated by Board policy as eligible for school vehicle transportation.
• Measurement methods to establish transportation zones are completed along pedestrian routes within a municipality and recognize roadways, municipal walkways and parks. Measurements shall be made from the edge of a student’s driveway to the closest access to the school property.
b) Non Transportation Zone
This is an area designated by Board policy as ineligible for school vehicle transportation.
• Junior Kindergarten to Grade 3 – a child who lives within 1.2 kilometres of the school is not eligible for Board-provided transportation. • Grade 4 to Grade 8 – a child who lives within 1.6 kilometres of the school is not eligible for Board-provided transportation. • Grades 9 to 12 – a secondary school student living in an area served by public transit is not eligible for Board-provided transportation. • A secondary student living more than 3.2 kilometres from the nearest secondary school in an area not served by public transit is eligible for Board-provided transportation.
Walking Distances to School Bus Collector Points
For community schools, walking distances to school bus collector points shall not exceed 400 metres for elementary students and 600 metres for secondary students. Walking distances are measured by STS using the most direct walking route (which may include pathways) from the edge of a student’s residence to the closest collector point.
Department
Business Services Education and Community Services
Policy History
Approved 1992 Revised 1998 Revised 2006 Revision Drafted March 8, 2011
ATTACHED FOR INFORMATION
Board Procedure #680.0 Student Transportation Document Integration Project Format
This procedure outlines how the York Region District School Board, staff, and Student Transportation Services (STS) provide transportation services to eligible York Region District School Board students.
Procedure Definitions
Child Care Transportation
Transportation is provided to before and after care providers, consistent with the transportation policy. Where changes to transportation arrangements to child care facilities are deemed necessary they will be effective at the start of the subsequent school year.
Temporary Transportation
Temporary transportation refers to situations where students who are not eligible for board provided transportation request access to an available seat on a school bus. Temporary transportation is only provided in compelling circumstances and may be revoked as required throughout the school year. Students who apply for transfer as defined by Policy #108, Student Accommodation - Attendance Areas and Student Transfers do not qualify for transportation nor would they be considered for temporary transportation.
Approval of temporary transportation may only be granted by the coordinating superintendent of education in consultation with superintendents of schools, based on the following criteria:
• requests will be made in writing by the parent to the Superintendent of Schools for each school year; • the maximum length of approval is for the duration of the current school year or less • there will be a cost analysis by STS; • logistics such as routing and stops are considered; and • there is room on the bus.
The completion of an application form is required. Where approval is granted, the conditions for temporary transportation will be communicated in writing to the parent and entered into appropriate databases.
Inclement Weather
Inclement weather is defined as road or weather conditions which make it impossible to operate a bus safely.
Joint Board Consortium
The Joint Board Consortium consists of representatives from the York Region District School Board, York Catholic District School Board and Student Transportation Services who are responsible for overseeing the transportation of school children in York Region.
Pick Up and Drop Off Times
Pick up and drop off times are times determined by STS when the school bus will pick up and drop off students at their designated collector points.
School Bus Operators
The school bus operators are private companies who have been contracted by STS to provide busing to students in York Region. School bus operators provide the equipment, maintenance and drivers, and operate on routes designed and supervised by STS.
Students with Medical Certificates
Students with medical certificates, provided by a qualified medical practitioner, are students who are unable to walk to school because of physical or health reasons. Medical certificates must be consistent with school observations and programming to qualify and an application for temporary transportation must be completed.
Responsibilities
The Board of Trustees shall:
• refer operational concerns and matters of interpretation to the Superintendent of Schools for investigation and response; • refer transportation eligibility issues to STS for resolution; and • review the provision for transportation to optional programs annually.
The Director of Education shall:
• allocate staff and resources to support the Student Transportation procedure.
Coordinating Superintendents of Education shall:
• review and decide on approval of temporary transportation; • keep a record of students utilizing temporary transportation; • revoke temporary transportation privileges as required; and • review compelling circumstances regarding non transportation zones as required.
Superintendents of Schools shall:
• recommend temporary transportation to the coordinating superintendent of education; and • respond to concerns raised by parent/community members and apply the transportation policy and procedure.
Principals shall:
• ensure that the school administrative system has current student data; • validate ridership processes as provided by the Manager of Student Transportation Services; • contact the bus operators and the student transportation planner early in the school year to arrange a meeting with the bus drivers to review the responsibilities of drivers; • identify to STS, any students with known health problems that may require special consideration affecting transportation, and as deemed necessary, supply a medical plan as defined by Policy #662.0, Provision of Health Support Services in School Settings; • provide each student eligible for transportation with information related to busing procedures;
• provide parents with information regarding child care centres that are within walking distance to the school or to which STS will provide transportation; • ensure that all students and parents/guardians are aware that every student is responsible to the principal of the school for his or her conduct while traveling on the school bus; • refer requests for temporary transportation of ineligible riders to the coordinating superintendent of education through the superintendent of schools; • communicate with bus drivers about which ineligible students have been approved for temporary transportation; • authorize short term transportation on existing routes for a maximum of five days to accommodate special requests from families; • establish procedures for the approval of alternate bus stops when in compelling circumstances a request is made for a student to embark or disembark the bus at an established stop other than the one to which the student is assigned; • apply disciplinary action in accordance with Board policies and procedures and the school’s Code of Conduct in matters that occur on Board provided transportation; and • notify STS if there are concerns regarding a school bus driver.
Student Services Coordinators shall:
• facilitate transportation for exceptional students requiring special transportation; • forward to STS a copy of all Identification, Placement and Review Committee (IPRC) reports which outline specific transportation needs of each eligible student; • forward to STS a detailed request for transportation for students attending facilities other than York Region public schools; and • ensure that the responsibilities for school staff and parent/guardian are clear with respect to securing and releasing restraints when required for the safety of students with special needs, as bus drivers are not responsible for securing and releasing restraints.
The Child Care Coordinator shall:
• provide the principal with current information for parents regarding child care centres that are within the schools non transportation zone or to which STS will provide transportation.
The Senior Manager of Administrative Services shall:
• manage the operations of Student Transportation Services in conjunction with the York Catholic District School Board.
The Manager of Student Transportation Services shall:
• identify those students entitled to transportation; • establish and communicate processes for rider validation on school buses; • ensure that Grades JK to 6 students do not spend more than 45 minutes travelling in a vehicle to or from school, and shall not schedule any pick-up more than 60 minutes prior to school start time (unless under exceptional circumstances); • ensure that Grades 7 - 12 students do not spend more than 60 minutes travelling in a vehicle to or from school, and shall not schedule any pick-up more than 75 minutes prior to school start time (unless under exceptional circumstances); • work with the superintendent of schools and/or special education coordinators to determine which exceptional students require transportation; • approve, on recommendation of the principal, requests for transportation for students with dependent children provided that a child care program stop does not delay unreasonably or necessitate re- routing a bus;
• have the authority to cancel buses in circumstances of inclement weather when road or weather conditions make it impossible to operate a bus safely; buses may be canceled by municipality or regionally; and • contact the media when required regarding bus transportation on inclement weather days.
The Student Transportation Planner shall:
• establish bus routes and collector points; and • be responsible for informing schools, students, and bus operators of the bus routes.
School bus operators shall:
• employ only drivers properly licensed to drive school buses; • arrange for bus drivers to meet the principals early in the school year to review the responsibilities of the driver of a school bus; • where a school bus is involved in an accident, or where a child is injured while boarding the bus, while on the bus, or when leaving the bus, promptly notify the principal and STS and provide them with a written report on the accident; and • advise the Manager of Student Transportation Services prior to 5:30 a.m. if road or weather conditions make it impossible to operate a bus safely.
School bus drivers shall:
• adhere to the schedule established for the route and shall advise the operator when it has not been possible to keep within that schedule; • meet with the school principal to review the responsibilities of drivers; • at all times be aware that he/she is primarily responsible to the operator and that, within the limits of authority delegated to him/her by the operator, he/she is responsible to the principal; • be responsible to the principal for maintaining proper conduct on a school bus at all times whether while entering the bus, on the bus, or leaving the bus; the driver is responsible for reporting promptly to the principal of the school which a student attends any problems of discipline on the bus; • ensure that all students are seated while on the bus and that all students have exited by the end of the bus route; • report to the school bus operator if the number of students exceeds the specified capacity of the bus; • report to the principal concerns about the eligibility of riders on the school bus; • not restrict pick-ups or drop-offs unless directed by the school or STS; • let the student off the bus only when the situation is considered safe and then is responsible for signaling the student to cross the road. If conditions at the school bus stop appear to the driver to be unsafe or unusual the child may be returned to the school under the principal's care; • where a school bus is involved in an accident, or where a child is injured while boarding the bus, while on the bus, or when leaving the bus, promptly notify the school bus operator; • if an incident occurs on the way to school, transport the student to school and report the incident to the principal immediately; • if an incident occurs on the way home, provide transportation to school the next school day for the student(s) involved unless given direction by the principal/manager of STS not to do so; and • determine appropriate action, in consultation with the principal and/or manager of STS, if a disciplinary issue arises.
Students with dependent children shall:
• if transportation is approved by STS, provide a child seat if necessary for their pre-school age child.
Parents shall:
• refer to Board Policy and Procedure #108, Student Accommodation – Attendance Areas and Student Transfers in the following situations; • if they wish to have their child attend an optional program offered in a school other than their community school, • if their child is directed by the Board to attend a school other than their community school; • when a school boundary has been changed; and • when a new school opens.
Department
Business Services Education and Community Services
Procedure History
January 1985 April 1991 April 2006 Revision Drafted March 8, 2011
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
Appendix 4
FIRS T DRAFT REVIS ION
Board Policy #108.0 Student Accommodation - Attendance Areas and Student Transfers Document Integration Project Format
Policy Statement
The York Region District School Board believes in maintaining viable attendance areas (also known as school boundaries) for public schools in York Region. Board Policy and Procedure #680.0, Student Transportation, addresses student transportation.
Legislative Context
Education Act
Responsibilities
Board of Trustees is responsible for:
• approving attendance areas for public schools in York Region.
The Director of Education is responsible for:
• implementing and operationalizing the Student Accommodation – Attendance Areas and Student Transfers policy.
Coordinating Superintendent of Schools is responsible for:
• determining circumstances as defined in this policy, where a student will be directed to attend a school other than his/her community school.
Superintendents of Schools are responsible for:
• reviewing attendance areas and determining program locations with Planning Services; • holding public information sessions to explain the boundary review process, share information about boundaries and receive feedback from students and parents in school communities affected by the proposed boundary change; • following public consultation, bringing forward the attendance areas for approval by the Board of Trustees; and • approving all student transfers as per guidelines outlined under the definition of Student Transfer.
Planning Services is responsible for:
• identifying students to attend a school other than their community school for situations such as optional programs, overflow, primary class size compliance, administrative reasons, or holding schools; and • providing staff support to the superintendents of schools throughout the boundary review process.
Principals are responsible for:
• communicating to the parent and student community, attendance areas and situations in which students have been identified to attend a school other than their community school due to optional programs, overflow, primary class size compliance, or holding school situations.
. Parents are responsible for:
• initiating the student transfer process if they wish to have their child transferred to another school; and • transporting their children, if approved on transfer, to another school.
Definitions
Attendance Area (also referred to as a School Boundary)
Each school has a defined attendance area, appropriately sized to accommodate sustainable student enrolment. Attendance areas are subject to change based on enrolment trends, construction of new schools, program changes and alignment of elementary and secondary boundaries.
The following are additional considerations which can affect where students attend school; exceptional student programs, optional programs, student transfers, and students directed to attend a school other than the community school because of, overflow, enrolment pressure, primary class size, a holding school situation, and/or exceptional circumstances.
The physical school boundary is defined by geographical features including roads, railway tracks, rivers, and land parcels.
Community School
Community school refers to the school to which a student is assigned by the Board to attend for regular programming (English Track) based on the student’s home address. Transportation zones apply.
Students may be designated to attend school(s) other than the community school in the attendance area in which their home addresses are located in the following circumstances:
• for reasons determined by the Coordinating Superintendent of Schools to be in the educational interests of the student; • where the student has been excluded, or has been suspended or expelled and it is determined that it would either in the best interest of the student or of other studens and staff that the student attend a different school han his/her community school; or • for other circumstances where the Coordinating Superintendent of Schools determines that there is a good reason to direct the student to attend a school other than the community school.
Exceptional Students
Exceptional students are those students deemed exceptional by an Identification, Placement and Review Committee (IPRC). Exceptional students may be enrolled in a program not located at their community school. Transportation zones apply unless specified by the IPRC.
Holding Area
Holding areas are not considered part of the permanent long-term attendance area. A holding area may be created to accommodate students for an interim period.
Holding School
A holding school is a school that is holding students, not considered part of the attendance area, until long-term accommodation is available. Examples of holding school situations include, but are not limited to, enrolment pressures, construction, renovation/reconstruction of a community school.
Optional Program
An optional program is a program which a student may choose to attend.. An optional program is not Ministry-mandated, but offered by the Board and may or may not be located at the student’s community school.
Students attending optional programs do not receive transportation unless approved by the Board of Trustees or if the program is located at a student’s community school. In all cases, transportation zones apply.
Overflow
Overflow refers to situations in which students are directed by the Board to attend a school other than their community school or optional program for a specific period of time. The overflow students’ attendance area does not change. Overflow may occur for a specified period if:
• individual grades have exceeded acceptable enrolment levels; • the overall enrolment exceeds the capacity of the school; or • the school is unable to reorganize grades during the year.
School Boundary
See Attendance Area.
Student Transfer (as per Board Policy #680.0, Student Transportation)
An application must be completed for a new student transfer. Approval, by the superintendent of schools, of the student transfer application is contingent upon:
• accommodation availability at the school requested; • parents supplying transportation; and • agreement by the principal and superintendent of education that the transfer is, • in the best interest of the student, and • will not jeopardize the program in the sending or receiving school.
Approval of a student transfer does not provide entitlement for the siblings of that student to attend that same school.
Transportation Zones
The Transportation Zones, defined below, is taken from Board Policy #680.0, Student Transportation. For more detailed information on the Board’s transportation policy and procedure, please refer to Board Policy #680.0, Student Transportation.
a) Transportation Zone
This is an area designated by Board policy as eligible for school vehicle transportation.
• Measurement methods to establish transportation zones are completed along pedestrian routes within a municipality and recognize roadways, municipal walkways and parks. Measurements shall be made from the edge of a student’s driveway to the closest access to the school property.
b) Non Transportation Zone
This is an area designated by Board policy as ineligible for school vehicle transportation.
• Junior Kindergarten to Grade 3 – a child who lives within 1.2 kilometres of the school is not eligible for Board-provided transportation. • Grade 4 to Grade 8 – a child who lives within 1.6 kilometres of the school is not eligible for Board-provided transportation. • Grades 9 to 12 – a secondary school student living in an area served by public transit is not eligible for Board-provided transportation. • A secondary student living more than 3.2 kilometres from the nearest secondary school in an area not served by public transit is eligible for Board-provided transportation.
Policy History
Approved 1997 Revised 2004 Revision Drafted October 6, 2009 Revision Drafted March 8, 2011
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both parents and guardians in all Board policies and procedures. ATTACHED FOR INFORMATION Board Procedure #108.0 Student Accommodation - Attendance Areas and Student Transfers Document Integration Project Format
This procedure outlines the steps followed when an attendance area is determined or under review and the process for student transfers.
Responsibilities
Board of Trustees shall:
• approve attendance area changes prior to any boundary changes becoming permanent.
The Director of Education shall:
• allocate staff and resources to support the Student Accommodation – Attendance Areas and Student Transfers procedure.
Coordinating Superintendent of Education may:
• direct a student to attend a school other than the student’s community school in the following circumstances: • where there are reasons in the educational interest of the student to attend a school other than the student’s community school; and • where the Coordinating Superintendent of Education determines that there is good reason to direct a student to attend a school other than the community school.
Superintendents of Schools shall:
• review and approve new student transfers; • review and approve student transfer lists annually submitted by principals; • where a student has been directed to attend a school other than their community school, and where accommodation is available, give consideration through the student transfer process for the student’s sibling(s); • when a new elementary school opens, only when accommodation in the holding school is available, decide whether to give consideration for students entering Grade 8 to continue at their holding school until graduation; and • for the boundary review process, • by March 31 each year, present proposed boundary changes (including transportation impact) to the Board of Trustees that may be required for implementation in six to 18 months, • by April 30 each year, create a list of schools considered for boundary changes that may be required for implementation in 18 months, • following their presentation to trustees, inform at least two weeks prior to the meeting date, all affected students, their parents and school councils of the date, location and time of the public information session, and • hold a public information session, in consultation with the local trustee(s) when a proposed boundary change will affect 25 or more students.
Superintendents of Schools may:
• identify students as overflow; • direct students to attend a school other than one’s community school for special kindergarten situations in order to keep kindergarten classes at the established primary class size or in situations where space is unavailable or unsuitable to accommodate all of the children registered for kindergarten; • direct students to a holding school; and • direct students to attend a school other than their community school or optional program for exceptional circumstances as they arise.
Planning Services shall:
• in consultation with superintendents of schools; • review school attendance areas annually, and • for the schools identified for a boundary review process, • share with trustees in April of each year schools identified for a potential boundary change that may be required for implementation in 18 months, • following information being given to the trustees, ensure that the affected school principals receive notification to share with parents that Planning Services will attend a school council meeting outlining the proposed boundary change, • circulate a notice of a public information session to each affected school and in local newspapers, indicating the date, location and time of the public information session, at least two weeks prior to the meeting date, • ensure that feedback forms are available during the public information session and after the public information session in the office of schools affected by the proposed boundary change, • ensure that the presentation from the public information session is available on the Board’s website 24 hours after the meeting, • ensure that at the public information session, information is made available on how public delegations may be made to the Board Standing Committee, • present to Program Planning Committee the recommended attendance area(s), a review of the process followed, and the public input received by each February 28, • distribute a notice to each impacted school indicating the recommended attendance boundary that will be presented to the Board Standing Committee, and • formally present to the Board of Trustees by each March 31, the recommended attendance area(s), a review of the process followed, and the public input received.
Planning Services may:
• recommend to the superintendent of schools that students attend a school other than their community school or optional program; and • when exceptional circumstances exist, present to Program Planning Committee for approval an alternate timeline for the boundary review process and the communication plan to the affected area.
Secondary Principals shall:
• review new student transfers and forward them to the superintendent of schools for approval for the entire duration of secondary school; • notify parents only if a student’s transfer can no longer continue; and • share with parents notifications provided by Planning Services that they will attend a school council meeting outlining proposed boundary changes.
Elementary Principals shall:
• review new student transfers and forward them to the superintendent of schools for approval, and • by February of each year, • review the list of students currently on transfer, • send a letter to the parents of students on transfer to notify them that their child is still considered a transfer student and to seek confirmation that they still prefer their child continue at the school, in order to notify and seek approval of the superintendent of schools, • compile a final list of students currently on transfer and forward them to the superintendent of schools for approval, and • once approval has been received by the superintendent of schools, communicate with parents of students on transfer that their child may/may not continue to attend the school; and • share with parents notifications provided by Planning Services inviting them to attend a school council meeting outlining proposed boundary changes.
School Councils shall:
• if their school’s boundary is under review and would like to provide input, submit their input regarding the proposed boundary changes to the offices of any of the schools affected by the boundary change, or e-mail/fax their input to the superintendent of schools no later than two weeks after the public meeting.
Parents shall:
• if their school’s boundary is under review and would like to provide input, submit their input regarding the proposed boundary changes to the offices of any of the schools affected by the boundary change, or e-mail/fax their input to the superintendent of schools no later than two weeks after the public meeting; • understand that if Policy or Procedure #680.0, Student Transportation is amended that impacted students identified to remain, must comply with the most current policy; • if they wish to have their child transferred to a school outside of their child’s community school, • complete the application form and submit it to their child’s community school, • understand that approval of the transfer is contingent upon the transfer criteria and students are not entitled to transportation, • understand that approval of a student transfer does not provide an entitlement for the siblings of that student to attend a school and that siblings are not entitled to transportation, and • understand that if they wish to have siblings of a child accepted on transfer attend the same school, they must complete the application form for each sibling and that the same criteria for admission would apply and siblings are not entitled to transportation; • if they wish to have their child attend an optional program that is offered in a school other than their community school, understand that, • once admitted, their child will have the right to continue that program until completion, or until a more suitable program is recommended for the student, or until the program is moved from that location, • if they withdraw their child from the optional program, they must apply for a student transfer to have their child continue that school’s regular program and are not entitled to transportation, and • if they wish to have siblings of a child enrolled in an optional program attend the same school, they must complete the transfer application form for each sibling. The same criteria for admission would apply and siblings are not entitled to transportation;
• understand that their child may be directed by the Board to temporarily attend a school other than their community school or optional program and in these situations, • the attendance area for their community school or optional program does not change, • students may be redirected by the Board back to their community school or optional program as space becomes available, • if they wish to have their child remain at a school other than their community school or optional program, they may apply for a student transfer and are not entitled to transportation, and • sibling(s) are not entitled to attend a school other than their community school and if they wish to have siblings attend the same school, they must complete the transfer application form for each sibling and supply transportation; • understand that when a school boundary has been changed, • all students are to attend the school serving the newly defined attendance area (their new community school or optional program) unless directed otherwise by the Board, • existing students who do not wish to attend their new community school may apply for a transfer to the current school location, if space is available, and will not be entitled to transportation as per Board Policy #680.0, Student Transportation, • implementation of the new boundary may be phased in over a multi-year period, and • sibling(s) are not entitled to attend a school other than their community school or optional program and if they wish to have siblings attend a school other than their community school or optional program, they must complete the transfer application form for each sibling and siblings are not entitled to transportation; • understand that when a new elementary school opens, • all students must move from their holding school to their new community school or optional program, • only when accommodation in the holding school is available, special consideration may be given by the superintendent of schools for students entering Grade 8 to continue at their holding school until graduation and will be entitled to transportation if they qualify as per Board Policy #680.0, Student Transportation, and • sibling(s) are not entitled to attend a school other than their community school or optional program and if they wish to have siblings attend a school other than their community school or optional program, they must complete the transfer application form for each sibling and siblings are not entitled to transportation; and • understand that when a new secondary school opens, • it generally opens with Grades 9 and 10 with an additional grade added each subsequent year for the next two years, • all students entering Grades 9 and 10 must move from their holding school to their new community school or optional program, and • all students entering Grade 11 and 12 remain at the holding school until graduation and will be entitled to transportation if they qualify as per Board Policy #680.0, Student Transportation.
Parents may:
• apply for a student transfer if they wish for their child to attend a school other than their community school or optional program and students are not entitled to transportation.
The Public shall:
• if a school boundary is under review or being newly created and would like to provide input, submit their input regarding the proposed boundary changes to the offices of any of the schools affected by the boundary change, or e-mail/fax their input to the superintendent of schools no later than two weeks after the public meeting.
Procedure History
Amended November 2010 Drafted May 5, 2009 Revision Drafted March 8, 2011
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both parents and guardians in all Board policies and procedures.
ROUTINE
YORK REGION DISTRICT SCHOOL BOARD
PROPOSED DEVELOPMENT APPLICATION D01-10008 / D02-10024 / D06-10076, TOWN OF RICHMOND HILL
BACKGROUND:
The purpose of this report is to request approval of the comments that are to be submitted to the Town of Richmond Hill concerning the Board’s requirement for a school site within the proposed plans.
RATIONALE:
A. Application:
D01-10008 / D02-10024 / D06-10076 Salfas Holdings Ltd.
The proposed Official Plan amendment, zoning by-law amendment and site plan application has been submitted for a mixed use commercial / residential development consisting an 8-storey, 6-storey and 4-storey apartment buildings, and 39 townhouse dwelling units along with a 1-storey commercial building.
B. Location:
The proposed application is located south of Elgin Mills Road, on the east side of Bayview Avenue, Town of Richmond Hill.
Please see attached map (Appendix A)
C. Proposed Housing Units:
Condominium Apartment (Residential) 419 Condominium Townhouse 39
Total 458
D. Total Pupil Yield:
Elementary 48 Secondary 25
The total pupil yields reflect local community high density yields.
The application does not have servicing allocation at this time.
Town of Richmond Hill – Proposed Development Application D01-10008 / D02-10024 / D06-10076 Page 2 of 3
E. School Accommodation:
Elementary
Current Attendance Area
At the elementary level, this plan is located within the Richmond Rose Public School boundary. Richmond Rose Public School is a Junior Kindergarten to Grade 8 school with a capacity of 583 and an October 29, 2010 enrolment of 590.50 (FTE).
If required, students generated from this development may be redirected to adjacent area schools because of enrolment pressures at Richmond Rose PS. Staff will continue to review timing of development to ensure adequate accommodation is provided when students are generated from the development.
Secondary
Current Attendance Area
At the secondary school level, this plan is located within the Bayview Secondary School boundary. Bayview Secondary School has a capacity of 1,525 and an October 29, 2010 enrolment of 1,921.
ESTIMATED COST:
Not applicable at this time.
TIMELINE:
The Town of Richmond Hill had requested the Board’s comments concerning the Proposed Development Application by January 10, 2011.
An extension of time in which to comment has been requested from the Town of Richmond Hill.
RECOMMENDATIONS:
That the York Region District School Board approve the following recommendations.
(*) 1. That the Board will not require a public elementary school site within proposed development plan D01-10008 / D02-10024 / D06-10076, Town of Richmond Hill.
(*) 2. That the Director of Planning for the Town of Richmond Hill be advised of this action.
COMMUNICATIONS IMPLEMENTATION PLAN:
Property Management Committee March 1, 2011 Coordinating Council of Superintendents March 9, 2011 Board Meeting March 24, 2011
Town of Richmond Hill – Proposed Development Application D01-10008 / D02-10024/D06-10076 Page 3 of 3
APPENDED DATA:
Appendix A – Location of Proposed Plans D01-10008/D02-10024/D06-10076 Town of Richmond Hill
Respectfully submitted,
March 24, 2011
For further information, please contact R. Benson, J. Ross or the Director of Education.
Appendix A Location of Proposed Plans, D01-10008/D02-10024/D06-10076 Town of Richmond Hill .
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YORK REGION DISTRICT SCHOOL BOARD
PROPOSED DEVELOPMENT APPLICATION D02-10026 / D03-10003 TOWN OF RICHMOND HILL
BACKGROUND:
The purpose of this report is to request approval of the comments that are to be submitted to the Town of Richmond Hill concerning the Board’s requirement for a school site within the proposed plans.
RATIONALE:
A. Application:
D02-10026 / D03-10003 by King South Developments Ltd.
The proposed Zoning By-law Amendment and Draft Plan of Subdivision application has been submitted for a residential subdivision consisting of 115 units.
B. Location:
The proposed application is located north of King Road, on the east side of Bathurst Street, Town of Richmond Hill.
Please see attached map (Appendix A)
C. Proposed Housing Units:
Single Family/Semi-Detached 54 Townhouse 61
Total 115
D. Total Pupil Yield:
Elementary 32 Secondary 16
The application does not have servicing allocation at this time.
E. School Accommodation:
Elementary Current Attendance Area
At the elementary level, this plan is located within the Oak Ridges Public School boundary. Oak Ridges Public School is a Junior Kindergarten to Grade 8 school with a capacity of 555 and an October 29, 2010 enrolment of 498.0 (FTE). Town of Richmond Hill – Proposed Development Application D01-10008 / D02-10024 / D06-10076 Page 2 of 2
Secondary Current Attendance Area
At the secondary school level, this plan is located within the King City Secondary School boundary. King City Secondary School has a capacity of 1,271 and an October 29, 2010 enrolment of 1,055.
ESTIMATED COST:
Not applicable at this time.
TIMELINE:
The Town of Richmond Hill had requested the Board’s comments concerning the Proposed Development Application by January 17, 2011.
An extension of time in which to comment has been requested from the Town of Richmond Hill.
RECOMMENDATIONS:
That the York Region District School Board approve the following recommendations.
(*) 1. That the Board will not require a public elementary school site within proposed development plan D02-10026 / D03-10003, Town of Richmond Hill.
(*) 2. That the Director of Planning for the Town of Richmond Hill be advised of this action.
COMMUNICATIONS IMPLEMENTATION PLAN:
Property Management Committee March 1, 2011 Coordinating Council of Superintendents March 9, 2011 Board Meeting March 24, 2011
APPENDED DATA:
Appendix A – Location of Proposed Plan D02-10026 / D03-10003, Town of Richmond Hill
Respectfully submitted,
March 24, 2011
For further information, please contact R. Benson, J. Ross or the Director of Education.
Appendix A Location of Proposed Plan, D02-10026/D03-10003 Town of Richmond Hill . !
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YORK REGION DISTRICT SCHOOL BOARD
PROPOSED DEVELOPMENT APPLICATIONS Z.10.031 / 19T-10V004 & Z.10.034 / 19T-10V005 CITY OF VAUGHAN
BACKGROUND:
The purpose of this report is to request approval of the comments that are to be submitted to the City of Vaughan concerning the Board’s requirement for a school site within the proposed plans.
In April 2006, a report was brought to trustees regarding a site designation in the Official Plan Amendment for the Nashville Heights (OP.06.006), which included approximately 2,800 residential units. Over the years, several official plan amendments have been incorporated into a Block Plan for the Nashville Heights area which includes approximately 3,000 residential units. The Owners have now submitted more detailed plans of subdivision for review within the Nashville Heights area, which propose approximately 2,000 units and commercial and institutional uses. The remaining units will be submitted in future plans of subdivision to the City of Vaughan.
RATIONALE:
A. Applications:
Z.10.031 / 19T-10V004 by Nashville Developments Inc. Et. Al Z.10.034 / 19T-10V005 by Pinestaff Developments Inc.
B. Location:
The proposed application is located north of Major Mackenzie Drive and south of Nashville Road, on the east side of Huntington Road to the CP Railway, the City of Vaughan.
Please see attached map.
C. Proposed Housing Units:
Plan Low Density Medium Density High Density Total Z.10.031 / 19T-10V004 1,185 421 382 1,988 Z.10.034 / 19T-10V005 139 0 0 139 1,324 421 382 2,127
D. Total Pupil Yield:
Elementary 656 Secondary 279
The pupil yields reflect regional yields for low, medium and high density development. City of Vaughan – Proposed Development Application Z.10.034 / 19T-10V005 & Z.10.031 / 19T-10V004 Page 2 of 5
It is expected that these lands will not be developed until post 2013 / 2014 due to lack of servicing allocation.
E. School Accommodation:
Elementary
Current Attendance Area
At present the plan is located within the Kleinburg Public School attendance area. Kleinburg Public School is a Junior Kindergarten to Grade 8 School with an Effective Capacity of 418 and a February enrolment of 374.5 (FTE).
Proposed Attendance Area
As a result of potential pupil yields from the density proposed for the subject lands, the Board is re-confirming the need for a 2.81 hectare (7 acre) elementary school site designation within Plan Z.10.034 / 19T-10V005.
Secondary
Current Attendance Area
At the secondary level, the plan is located within the Emily Carr Secondary School attendance area. Emily Carr Secondary School has an Effective Capacity of 1,241 and a February enrolment of 1,372 (NOM). Emily Carr Secondary School is currently holding for a portion of the Block 40 secondary school which has a proposed opening date of September 2014.
F. Draft Plan Conditions
1. That the Director of Planning for the City of Vaughan be advised of the following conditions of draft plan approval to be imposed upon the subject draft Plan of Subdivision 19T-10V005 relative to the York Region District School Board: a) That prior to final approval, the owner shall have made Agreement satisfactory to the York Region District School Board for the transfer of a public elementary school site as shown in Appendix C. The public elementary school site, Block 153, shall contain not less than 2.81 hectares (7 acres). b) That the owner shall agree in the Subdivision Agreement in wording satisfactory to the York Region District School Board: i) to grade Block 153 and in doing so compact, fill with clean material, replace any topsoil disturbed in the grading process and at the same time sod/seed the same lands to specifications determined by the Board; ii) to remove any buildings on Block 153; iii) to remove trees, as required to accommodate school layout; iv) to provide a letter of credit pertaining to stockpiling and removal of topsoil, by taking the volume of topsoil to be stored upon the school site and City of Vaughan – Proposed Development Application Z.10.034 / 19T-10V005 & Z.10.031 / 19T-10V004 Page 3 of 5
multiplying such volume by 200% of the current market prices for waste material disposal, as set forth in the latest version of Hanscomb's Yardsticks for Costing, Cost Data for the Canadian Construction Industry, to the satisfaction of the York region District School Board; v) to remove stockpiled topsoil within 30 days of written notice by the Board and in doing so compact, fill with clean material, replace any topsoil disturbed in the grading process and at the same time sod/seed the same lands to specifications determined by the Board; vi) to construct a galvanized chain link fence, Type II 1 ½ “ mesh, 1.8 m high along all boundaries of the school blocks, including road frontage(s) at the discretion of the Board; vii) to construct the fences prior to the issuance of building permits for Phase 1 of the subdivision; viii) to erect and maintain a sign on the public school site at such time as the relevant access roads are constructed, indicating that the date has not been set for the construction of the school; ix) to provide a geotechnical investigation and Phase 1 and Phase 2 environmental site assessment conducted by a qualified engineer. For an elementary school site a minimum of eight boreholes shall be required and for a secondary school site a minimum of sixteen boreholes shall be required; x) to provide testing / reports for archaeological excavations if required by the Ministry of Culture or any other relevant body. If the school site is impacted in any way by the results of future testing, an alternative site would need to be accommodated within the plan; xi) to provide the foregoing at no cost to the Board; xii) to assume any upstream and downstream charges for hydro, natural gas, sanitary and storm drainage, and water supply. c) That the owner shall submit to the York Region District School Board, at no cost to the Board, a letter from a qualified consultant concerning: i) the suitability of Block 153 for school construction purposes, relating to soil bearing factors, surface drainage, topography and environmental contaminants; and ii) the availability of natural gas, electrical, water, storm sewer and sanitary sewer services. d) That the owner shall agree in the Subdivision Agreement, in wording acceptable to the York Region District School Board, that the services referred to in Condition c) ii) shall be installed to the mid-point of the frontage of the elementary school site and positioned as designated by the Board, at no cost to the Board. e) That prior to final approval, the owner shall submit to the School Board an initial set of engineering plans for review and approval, and subsequently, a copy of the final engineering plans as approved by the City of Vaughan which indicate the storm drainage system, utilities, and the overall grading plans for the complete subdivision area. City of Vaughan – Proposed Development Application Z.10.034 / 19T-10V005 & Z.10.031 / 19T-10V004 Page 4 of 5
f) That prior to final approval, the local hydro authority shall have confirmed in writing to the Board that adequate electrical capacity will be supplied to the school site frontage by the developer at no cost to the Board. g) That prior to final approval, the local hydro authority shall have confirmed in writing to the Board that they are satisfied that payment for any upstream and downstream charges will be made by the original developer. h) That the York Region District School Board shall advise that conditions a) to h) inclusive have been met to its satisfaction. The clearance letter shall include a brief statement detailing how each condition has been satisfied or carried out. i) That the subdivision agreement include warning clauses advising the Township, property owners and purchasers of lots within the draft plan that unless the provincial funding model provides sufficient funds to construct new schools, there can be no assurance as to the timing of new school construction nor a guarantee as to the timing of new school construction nor a guarantee that public school accommodation will be provided within the subject plan notwithstanding the designation of the school site.
ESTIMATED COST:
Not applicable at this time.
TIMELINE:
The City of Vaughan had requested the Board’s comments concerning the Proposed Plans by February 25, 2011. An extension of time in which to comment has been requested from the City of Vaughan.
RECOMMENDATIONS:
That the York Region District School Board approve the following recommendations.
(*)1. That the Board will require a 2.81 hectare (7 acre) public elementary school site within Proposed Plan Z.10.034 / 19T-10V005, City of Vaughan.
(*)2. That the Board will not require a public elementary school site within Proposed Plan Z.10.031 / 19T-10V004, City of Vaughan.
(*)3. The Director of Planning for the City of Vaughan be advised of this action.
COMMUNICATIONS IMPLEMENTATION PLAN:
Property Management Committee March 1, 2011 Coordinating Council of Superintendents March 9, 2011 Board Meeting March 24, 2011
City of Vaughan – Proposed Development Application Z.10.034 / 19T-10V005 & Z.10.031 / 19T-10V004 Page 5 of 5
APPENDED DATA:
Appendix A - Location of Proposed Plans Z.10.031 / 19T-10V004 & Z.10.034 / 19T-10V005, City of Vaughan Appendix B – Plan of Subdivision Z.10.034 / 19T-10V005, City of Vaughan Appendix C – Plan of Subdivision Z.10.031 / 19T-10V004, City of Vaughan
Respectfully submitted,
March 24, 2011
For further information, please contact R. Benson, J. Ross or the Director of Education.
Appendix A Location of Proposed Plans Z.10.031 / 19T-10V004 & Z.10.034 / 19T-10V005, d Roa rby . CKi ty of Vaughan
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Public ES Site Block 153 2.81 ha APPENDIX C Draft Plan of Subdivision Z.10.031 / 19T-10V004 . City of Vaughan
Public ES Site Elementary School Boundary Changes Page 1 of 3
YORK REGION DISTRICT SCHOOL BOARD
ELEMENTARY SCHOOL BOUNDARY CHANGES
Cornell Village Public School and Unnamed Cornell Northeast Elementary School
BACKGROUND:
In accordance with the York Region District School Board Policy #108.0, Attendance Areas, staff is required to bring recommendations to the Board when attendance boundaries are being changed.
Following the review of boundary options at Program Planning Committee, staff presents options (if available) to the public for review and consultation. Following public consultation, the boundaries are brought forward to the Board for approval.
RATIONALE:
The purpose of the Boundary Review Process is to create effective long-term boundaries for elementary and secondary schools. Current attendance boundaries are amended due to many factors including the construction of new schools, program changes, and to align elementary and secondary boundaries.
Proposed Elementary School Boundary Change: Unnamed Cornell Northeast Elementary School
Schools Impacted: Cornell Village Public School
The current elementary boundary for Cornell Village Public School (Appendix A) serves an area bounded by Ninth Line, Sixteenth Avenue, Highway 7 and York Durham Line.
Initial development within the current Cornell Village Public School boundary began in 1998. There are currently approximately 2,500 existing residential units within this school boundary. There are an additional 2,000 low and medium density units proposed and 3,500 high density units within the Cornell Village Public School boundary.
Cornell Village Public School opened in 2003 with an enrolment of 369.5 FTE and an OTG Capacity of 476 pupil places. As of October 2010, Cornell Village Public School has an enrolment of 659 FTE and 8 portables on site. A large portion of the Cornell Village Public School boundary has been holding at Little Rouge Public School since September 2007.
To accommodate the number of students living within the Cornell Village Public School boundary, there are three additional elementary school sites and one secondary school site within the current Cornell Village Public School boundary, with Unnamed Cornell Northeast Elementary School scheduled to open for September, 2012. This site is located within the eastern portion of the block at the intersection of Cornell Centre Boulevard and Shady Oaks Lane.
Elementary School Boundary Changes Page 2 of 3
It is proposed that the current Cornell Village Public School elementary boundary be partitioned into three areas (Cornell Village Public School, Unnamed Cornell Northeast Elementary School and Unnamed Cornell Southeast Elementary School). The new Unnamed Cornell Northeast school would serve students living east of Bur Oak Avenue, north of Cornell Park Avenue with Sixteenth Avenue and Reesor Road being the northern and eastern limits respectively. The remainder of the block would be served by the Unnamed Cornell Southeast Public School boundary, bounded by Highway 7 to the South, York Durham Line to the east and north to the boundaries of Cornell Village Public School and Unnamed Cornell Northeast Elementary School.
As Cornell Village Public School, Unnamed Cornell Northeast Elementary School and Unnamed Cornell Southeast Elementary School elementary boundaries fall within the Bur Oak Secondary School boundary, no secondary boundary changes are required.
Consultation Process
In October 2010, Planning staff met with administration to discuss the implementation of the proposed boundary change for September 2011. Staff attended a School Council meeting at Cornell Village Public School on January 17, 2011.
On February 1, 2011, staff held a public meeting at Cornell Village Public School to discuss the recommended boundary revisions.
Recommended Option
That the current Cornell Village Public School boundary be modified to create boundaries for the Unnamed Cornell Northeast Elementary School and Unnamed Cornell Southeast Elementary School effective September 2011 (Appendix B).
ESTIMATED COST:
NA
TIMELINE:
Immediate
RECOMMENDATION:
That the Unnamed Cornell Northeast Elementary School and the Unnamed Cornell Southeast Elementary School Boundaries be created effective September 2011, as outlined in the staff report dated March 24, 2011.
That the Cornell Village Public School Boundary be revised to match these changes.
Elementary School Boundary Changes Page 3 of 3
COMMUNICATIONS IMPLEMENTATION PLAN:
School Council Meeting: Cornell Village Public School January 17, 2011
Public Information Session: Cornell Village Public School February 1, 2011 Program Planning Committee February 24, 2011 Coordinating Council of Superintendents March 2, 2011 Board Meeting March 24, 2011
APPENDED DATA:
Appendix A: Existing Cornell Village Public School Elementary Boundary Appendix B: Proposed Cornell Village Public School, Unnamed Cornell Northeast, Unnamed Cornell Southeast Elementary Boundaries
Respectfully submitted,
March 24, 2011
For further information, please contact Superintendent of Corporate Planning Ralph Benson, Superintendent of Education Ruth Lambert, or the Director of Education. Appendix A - Existing Cornell Village Public School Elementary Boundary Ü
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YORK REGION DISTRICT SCHOOL BOARD
ELEMENTARY SCHOOL BOUNDARY CHANGES
Moraine Hills Public School, Windham Ridge Public School and Unnamed Oak Ridges West #2 Elementary School
BACKGROUND:
In accordance with the York Region District School Board Policy #108.0, Attendance Areas, staff is required to bring recommendations to the Board when attendance boundaries are being changed.
Following the review of boundary options at Program Planning Committee, staff presents options (if available) to the public for review and consultation. Following public consultation, the boundaries are brought forward to the Board for approval.
RATIONALE:
The purpose of the Boundary Review Process is to create effective long-term boundaries for elementary and secondary schools. Current attendance boundaries are amended due to many factors including the construction of new schools, program changes, and to align elementary and secondary boundaries.
Proposed Elementary School Boundary Change: Unnamed Oak Ridges West #2 Elementary School
Schools Impacted: Windham Ridge Public School
Windham Ridge Public School provides French Immersion programming to eight elementary feeders. The current elementary boundary for Windham Ridge Public School (Appendix A) serves an area bounded by Bloomington Side road, Highway 404, Gamble Road and Bathurst Street and the Nobleton Junior and Senior Public School boundaries.
Significant development within Oak Ridges which encompasses the current Windham Ridge Public School boundary began in the late 1990’s and is still underway. There are currently just over 5,000 residential units in Oak Ridges and over 4,600 residential units (including high density) identified for development over the long term.
Due to the increasing participation rate in the French Immersion program in the Oak Ridges community, long-term accommodation concerns for Windham Ridge Public School were identified. In 2010, a five classroom addition was constructed at Windham Ridge Public School and five portables are currently used to accommodate students. Long term projections indicate that enrolment will be 165% of capacity at Windham Ridge Public School by 2014.
Because new pupil places are required for the Oak Ridges community, a new single track French Immersion School will open in September 2012. The new school site is located within the southern portion of the Windham Ridge Public School boundary at the intersection of Selwyn Road and Tower Hill Road. Elementary School Boundary Changes Page 2 of 3
It is proposed that the current Windham Ridge Public School elementary boundary be partitioned into two areas (north and south) as shown in Appendix B. The new Unnamed Oak Ridges West #2 Elementary School would serve students living in the southern area of Oak Ridges and the rural communities to the west, while Windham Ridge Public School would continue to serve students living in the north end of Oak Ridges.
As both the Windham Ridge Public School and the Unnamed Oak Ridges West #2 Elementary School boundaries fall within the Aurora Secondary School boundary, no secondary boundary changes are required.
In addition to creating a new French Immersion boundary, the current Oak Ridges West #2 Elementary School boundary for regular programming needs to be permanently assigned. Currently, elementary regular track students have been directed to Moraine Hills Public School Appendix C). Moraine Hills Public School currently has an October 2010 enrolment of 478 FTE and an OTG Capacity of 573 pupil places. Long term projections indicate that Moraine Hills Public School can easily accommodate the Oak Ridges West #2 Elementary School boundary for regular programming.
Consultation Process
In October 2010, Planning staff met with school administrators to discuss the implementation of the proposed boundary change for September 2011. Staff attended School Council meetings at Windham Ridge Public School on November 23, 2010 and Moraine Hills Public School on December 13, 2010.
On January 13, 2011, staff held a public meeting at Windham Ridge Public School to discuss the recommended boundary revisions. The meeting was well attended and various questions were raised and addressed by staff.
Recommended Option
The following option is recommended:
• That the current Windham Ridge Public School boundary be modified to create a boundary for the Unnamed Oak Ridges West #2 Elementary School effective September 2011 (Appendix B). • That the regular program boundary for the Unnamed Oak Ridges West #2 Elementary School be permanently directed to Moraine Hills Public School. (Appendix D)
ESTIMATED COST:
NA
TIMELINE:
Immediate
Elementary School Boundary Changes Page 3 of 3
RECOMMENDATIONS:
1. That a new French Immersion elementary program be created at Unnamed Oak Ridges West #2 Elementary School for September 2012 with elementary feeders being Bond Lake Public School, King City Public School, Lake Wilcox Public School (Section B), Nobleton Public School, MacLeod’s Landing Public School, and Moraine Hills Public School.
2. That the French Immersion elementary program located in the Windham Ridge Public School Boundary be modified with elementary feeders being Kettle Lakes Public School, Lake Wilcox Public School (Section A), and Oak Ridges Public School.
3. That the Unnamed Oak Ridges West #2 Elementary School for regular programming be attached permanently to Moraine Hills Public School.
That the Moraine Hills Public School Boundary be revised to match these changes.
COMMUNICATIONS IMPLEMENTATION PLAN:
School Council Meeting: Windham Ridge Public School November 23, 2010 Moraine Hills Public School December 13, 2010 Public Information Session: Windham Ridge Public School January 13, 2011
Program Planning Committee February 24, 2011 Coordinating Council of Superintendents March 2, 2011 Board Meeting March 24, 2011
APPENDED DATA:
Appendix A: Existing Windham Ridge Public School French Immersion Boundary Appendix B: Proposed Windham Ridge Public School and Unnamed Oak Ridges West #2 French Immersion Boundaries Appendix C: Existing Moraine Hills Public School and Unnamed Oak Ridges West #2 Elementary Boundaries Appendix D: Proposed Moraine Hills Public Elementary Boundary
Respectfully submitted,
March 24, 2011
For further information, please contact Superintendent of Corporate Planning Ralph Benson, Superintendent of Education J. Parappally, or the Director of Education. Appendix A - Existing Windham Ridge Public School
French Immersion Boundary Ü
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YORK REGION DISTRICT SCHOOL BOARD
ELEMENTARY SCHOOL BOUNDARY CHANGES
Hartman Public School and Unnamed Bayview Northeast Elementary School
BACKGROUND:
In accordance with the York Region District School Board Policy #108.0, Attendance Areas, staff is required to bring recommendations to the Board when attendance boundaries are being changed.
Following the review of boundary options at Program Planning Committee, staff presents options (if available) to the public for review and consultation. Following public consultation, the boundaries are brought forward to the Board for approval.
RATIONALE:
The purpose of the Boundary Review Process is to create effective long-term boundaries for elementary and secondary schools. Current attendance boundaries are amended due to many factors including the construction of new schools, program changes, and to align elementary and secondary boundaries.
Proposed Elementary School Boundary Change: Unnamed Bayview Northeast Elementary School
Schools Impacted: Hartman Public School
The current elementary boundary for Hartman Public School (Appendix A) serves an area bounded by Wellington Street East, Bayview Avenue, St. John’s Sideroad and Leslie Street.
Initial development within the current Hartman Public School boundary began in 2004. There are currently 2,575 existing residential units within this school boundary. In addition, two secondary plans are located within the current Hartman Public School boundary. There are an additional 3,399 new residential units once the balance of the Aurora 2B Secondary Plan and the Aurora 2C Secondary Plan are developed.
Hartman Public School opened in 2007 with an enrolment of 301 FTE and an OTG Capacity of 539 pupil places. In four years, the school enrolment has increased to an enrolment of 612 FTE. By 2012, projected school enrolment will be approximately 754 FTE.
To accommodate the number of students living within the Hartman Public School boundary, a second school site (Unnamed Bayview Northeast Elementary School) was previously designated within the current Hartman Public School boundary and is scheduled to open for September, 2012. This site is located within the northern portion of the block at the intersection of Hartwell Way and Mavrinac Boulevard.
It is proposed that the current Hartman Public School elementary boundary be partitioned into two areas (north and south). The new Unnamed Bayview Northeast school would serve Elementary School Boundary Changes Page 2 of 3
students living north of Spring Farm Road to the northern limits of the current Hartman Public School boundary, while Hartman Public School would continue to serve students living south of Spring Farm Road to Wellington Street East.
As both the Hartman Public School and the Unnamed Bayview Northeast elementary boundaries fall within the Dr. G.W. Williams Secondary School boundary, no secondary boundary changes are required.
Consultation Process
In October 2010, Planning staff met with administration to discuss the implementation of the proposed boundary change for September 2011. Staff attended a School Council meeting at Hartman Public School on January 26, 2011.
On February 22, 2011, staff held a public meeting at Hartman Public School to discuss the recommended boundary revisions.
Recommended Option
That the current Hartman Public School boundary be modified to create a boundary for the Unnamed Bayview Northeast Elementary School effective September 2011 (Appendix B).
ESTIMATED COST:
NA
TIMELINE:
Immediate
RECOMMENDATION:
That the Unnamed Bayview Northeast Elementary School Boundary be created effective September 2011, as outlined in the staff report dated March 24, 2011.
That the Hartman Public School Boundary be revised to match these changes
COMMUNICATIONS IMPLEMENTATION PLAN:
School Council Meeting: Hartman Public School January 26, 2011
Public Information Session: Hartman Public School February 22, 2011
Program Planning Committee February 24, 2011 Coordinating Council of Superintendents March 2, 2011 Board Meeting March 24, 2011
Elementary School Boundary Changes Page 3 of 3
APPENDED DATA:
Appendix A: Existing Hartman Public School Elementary Boundary Appendix B: Proposed Hartman Public School and Unnamed Bayview Northeast Elementary Boundaries
Respectfully submitted,
March 24, 2011
For further information, please contact Superintendent of Corporate Planning Ralph Benson, Superintendent of Education J. Parappally, or the Director of Education. Appendix A - Existing Hartman Public School Elementary Boundary Ü
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YORK REGION DISTRICT SCHOOL BOARD
ELEMENTARY AND SECONDARY SCHOOL BOUNDARY CHANGES
Black River Public School, Bogart Public School, Fairwood Public School, Keswick Public School, Keswick High School, Mazo de la Roche Public School, Mount Albert Public School, Poplar Bank Public School, Queensville Public School, Stonehaven Elementary School, Sutton District High School, Terry Fox Public School and Unnamed Newmarket Southeast Section B Elementary School
BACKGROUND:
In accordance with the York Region District School Board Policy #108.0, Attendance Areas, staff is required to bring recommendations to the Board when attendance boundaries are being changed.
Following the review of boundary options at Program Planning Committee, staff presents options (if available) to the public for review and consultation. Following public consultation, the boundaries are brought forward to the Board for approval.
RATIONALE:
The purpose of the Boundary Review Process is to create effective long-term boundaries for elementary and secondary schools. Current attendance boundaries are amended due to many factors including the construction of new schools, program changes, and to align elementary and secondary boundaries.
Proposed Elementary School Boundary Change: Bogart Public School and Stonehaven Public School
Schools Impacted: Bogart Public School, Stonehaven Public School and the Unnamed Newmarket Southeast Section B Elementary School
The area known as the Unnamed Newmarket Southeast Section B Elementary School is located on the south side of Mulock Drive, between Leslie Street and Bayview Avenue (Appendix A). Development activity within the Unnamed Newmarket Southeast Section B Elementary School area began in 2006. Students generated from this area were directed to Terry Fox Public School for holding as surrounding local schools were experiencing enrolment pressures. As of October 2010, there are currently 27 students living within the Unnamed Newmarket Southeast Section B boundary attending Terry Fox Public School.
Bogart Public School is located just north of the Unnamed Newmarket Southeast Section B Elementary School Boundary. Bogart Public School enrolment has recently begun to decline as the community has begun to age. Bogart Public School is now in the position to absorb the new development from the Unnamed Newmarket Southeast Section B Elementary School area on a permanent basis. Bogart Public School currently has an October 2010 enrolment of 465 FTE and an OTG Capacity of 547 pupil places. Projections for Bogart Public School illustrate an increasing capacity to accommodate additional students from the Unnamed Newmarket Southeast Section B boundary.
Elementary and Secondary School Boundary Changes Page 2 of 6
Student Transportation Services indicated that transportation for two streets located in the eastern portion of the Unnamed Newmarket Southeast Section B Elementary School Boundary would be more efficient if directed to Stonehaven Elementary School instead of Bogart Public School. This modification impacted two of the 27 students currently held at Terry Fox Public School.
The current elementary boundary for Stonehaven Elementary School (Appendix A) serves an area bounded by Highway 404 and Leslie Street, lots north of St. John’s Sideroad, Bayview Avenue, and the southern boundary of Unnamed Newmarket Southeast Section B.
Stonehaven Elementary School currently has an October 2010 enrolment of 516 FTE and an OTG Capacity of 537 pupil places. Long term projections for Stonehaven Elementary School indicated an ability to accommodate additional students from the eastern portion of the Unnamed Newmarket Southeast Section B.
As the boundaries for Bogart Public School, Stonehaven Elementary School and the Unnamed Newmarket Section B Elementary School fall within the Newmarket High School boundary, no secondary boundary changes are required.
Consultation Process
In October 2010, planning staff met with administration to discuss the implementation of the proposed boundary change for September 2011. Staff attended School Council meetings at Bogart Public School and Terry Fox Public School on January 11, 2011 and January 19, 2011 respectively.
On February 9, 2011, staff attended a public meeting at Bogart Public School to discuss the recommended boundary. There were over 20 participants at the public meeting and there was consensus to the proposed boundary change.
Direct communication by school administration was made to the two families located in the eastern portion of the Unnamed Newmarket Elementary School Section B Boundary indicating that they will be redirected to Stonehaven Elementary School.
Recommended Option
Staff recommends that the Bogart Public School boundary be changed to include the western portion (area west of Foxcroft Blvd) of the Unnamed Newmarket Section B boundary and that the Stonehaven Elementary School boundary be changed to include the eastern portion (Bob Scott Circle and Foxcroft Blvd) effective September 2011. (Appendix B).
Proposed Elementary School Boundary Change: Black River Public School
Schools Impacted: Black River Public School and Fairwood Public School
In September 2010, Staff was apprised of a transportation situation that impacted students living in the eastern limits of the Fairwood Public School boundary. (Appendix C)
Elementary and Secondary School Boundary Changes Page 3 of 6
Due to the existing transportation network, an additional bus would have been required to bus students living within the eastern limits of the Fairwood Public School boundary to their home school. As Student Transportation Services already had a bus in place that serviced this area to Black River Public School, students living within the eastern limits of Fairwood Public School were redirected to Black River Public School through a holding change. Black River Public School currently has an enrolment of 302 FTE and an OTG Capacity of 353 pupil places. Long term projections for Black Rive Public School indicate an ability to accommodate additional students from the eastern limit of the Fairwood Public School boundary. (Appendix D)
As the elementary boundary for Fairwood Public School is currently aligned with Keswick High School and Black River Public School is aligned with Sutton District High School, a secondary school boundary change is also required for this eastern portion of Fairwood Public School. (Appendices E and F)
Consultation Process
As students living within the area of the proposed boundary change currently attend Black River Public School and Sutton District High School, no consultation with the community is required.
Recommended Option
That the Black River Public School – Section C elementary boundary and the Sutton District High School Boundary be modified to include an area along Cryderman Side road and Lasher Lane from the Fairwood Public School attendance boundary effective September 2011. (Appendices D and F)
Proposed Elementary School Boundary Change: Mazo de la Roche Public School
Schools Impacted: Keswick Public School and Mount Albert Public School
In September 2010, staff was apprised of a transportation situation that impacted students attending French Immersion at Keswick Public School from the Mount Albert Public School boundary. (Appendix G)
It was determined that transportation distance and length of travel time was having a negative impact on the number of students choosing to attend the French Immersion program at Keswick Public School. As the current transportation network for elementary and secondary gifted and secondary French Immersion is to the Newmarket area, it was more efficient to send students also to Newmarket (Mazo de la Roche PS) for French Immersion.
Mazo de la Roche Public School is the elementary French Immersion School serving central and east Newmarket. Mazo de la Roche Public School currently has an enrolment of 531 FTE and an OTG Capacity of 697 pupil places.
Consultation Process
As the above boundary change originates from the community, no public meeting will be held. Staff has contacted all affected students directly.
Elementary and Secondary School Boundary Changes Page 4 of 6
Recommended Option
That the Mazo de la Roche Public School elementary boundary be modified to include Mount Albert Public School attendance boundary effective September 2011. (Appendix H)
Proposed Elementary School Boundary Change: Poplar Bank Public School
Schools Impacted: Keswick Public School and Queensville Public School
In September 2010, staff was apprised of a transportation situation that impacted students attending French Immersion at Keswick Public School from the southern portion of the Queensville Public School boundary. (Appendix G)
It was determined that transportation distance and length of travel time was having a negative impact on the number of students choosing to attend the French Immersion program at Keswick Public School from this area. Student Transportation Services identified that the transportation network for students choosing to attend French Immersion would be made more efficient in time and transportation effectiveness if directed to Poplar Bank Public School.
Consultation Process
As the above boundary change originates from the community, no public meeting will be held. Staff has contacted all impacted students directly.
Recommended Option
That the Poplar Bank Public School elementary boundary be modified to include the southern portion along Doane Road of the Queensville Public School attendance boundary effective September 2011. (Appendix H)
ESTIMATED COST:
NA
TIMELINE:
Immediate
RECOMMENDATIONS:
1. That the Bogart Public School Boundary be changed to include the western portion of the Unnamed Newmarket Southeast Section B Elementary School Boundary for September 2011, as outlined in the staff report dated March 24, 2011.
2. That the Stonehaven Elementary School Boundary be changed to include the eastern portion of the Unnamed Newmarket Southeast Section B Elementary School Boundary for September 2011, as outlined in the staff report dated March 24, 2011.
Elementary and Secondary School Boundary Changes Page 5 of 6
3. That the Black River Public School Section C Boundary be modified to include the area along Cryderman Side road and Lasher Lane from the Fairwood Public School Boundary for September 2011, as outlined in the staff report dated March 24, 2011.
That the Fairwood Public School Boundary be revised to match these changes.
4. That the Sutton District High School Boundary be modified to include the area along Cryderman Side Road and Lasher Lane from the Keswick High School Boundary for September 2011, as outlined in the staff report dated March 24, 2011.
That the Keswick High School Boundary be revised to match these changes.
5. That the Mazo de la Roche Public School French Immersion Boundary be modified to include the Mount Albert Public School Boundary for September 2011, as outlined in the staff report dated March 24, 2011.
That the Keswick Public School French Immersion Boundary be revised to match these changes.
6. That the Poplar Bank Public School French Immersion Boundary be modified to include the southern portion along Doane Road of the Queensville Public School boundary for September 2011, as outlined in the staff report dated March 24, 2011.
That the Keswick Public School French Immersion Boundary be revised to match these changes.
COMMUNICATIONS IMPLEMENTATION PLAN:
School Council Meetings: Bogart Public School January 11, 2011 Terry Fox Public School January 19, 2011 Mount Albert Public School January 26, 2011
Public Information Sessions: Bogart Public School February 9, 2011
Program Planning Committee February 24, 2011 Coordinating Council of Superintendents March 2, 2011 Board Meeting March 24, 2011
APPENDED DATA:
Appendix A: Existing Bogart Public School, Stonehaven Elementary School and Unnamed Newmarket Southeast Section B Elementary Boundaries Appendix B: Proposed Bogart Public School and Stonehaven Elementary School Boundaries Appendix C: Existing Black River Public School and Fairwood Public School Elementary Boundaries Appendix D: Proposed Black River Public School and Fairwood Public School Elementary Boundaries Elementary and Secondary School Boundary Changes Page 6 of 6
Appendix E: Existing Keswick High School and Sutton District High School Secondary Boundaries Appendix F: Proposed Keswick High School and Sutton District High School Secondary Boundaries Appendix G: Existing Keswick Public School, Mazo de la Roche Public School and Poplar Bank Public School French Immersion Boundaries Appendix H: Proposed Keswick Public School, Mazo de la Roche Public School and Poplar Bank Public School French Immersion Boundaries
Respectfully submitted,
March 24, 2011
For further information, please contact Superintendent of Corporate Planning Ralph Benson, Superintendents of Education Robert Dunn, Allan Hoyle, or the Director of Education. Appendix A - Existing Bogart Public School, Stonehaven Elementary School and Unnamed Newmarket Southeast Ü Section B Elementary Boundaries
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YORK REGION DISTRICT SCHOOL BOARD
AMENDMENTS TO BOARD BY-LAWS
That the York Region District School Board approve the amendments to the Board By-Laws, as outlined in Appendix 1, effective March 24, 2011.
Note: In accordance with section 4:06:01 of the Board By-Laws, Notice of Motion regarding the By-Law amendments was given at the February 24, 2011 Board Meeting
March 24, 2011
For further information, contact Director of Education Ken Thurston, Senior Manager, Board and Trustee Services Lori Barnes or Board Chair Anna DeBartolo
Appendix 1 - 1 -
YORK REGION DISTRICT SCHOOL BOARD
OPERATIONAL BY-LAW
The York Region District School Board By-Laws were amended on the following dates.
ENACTED APRIL 5, 1983
NOVEMBER 28, 1983 APRIL 5, 1984 MAY 28, 1984 NOVEMBER 7, 1984 DECEMBER 1, 1984 DECEMBER 10, 1984 JANUARY 28, 1985 OCTOBER 3, 1985 MARCH 24, 1986 JULY 14, 1986 OCTOBER 27, 1986 NOVEMBER 24, 1986 JANUARY 26, 1987 MARCH 30, 1987 DECEMBER 14, 1987 JANUARY 25, 1988 APRIL 25, 1988 DECEMBER 19, 1988 FEBRUARY 1, 1989 AUGUST 28, 1989 NOVEMBER 27, 1989 JUNE 11, 1990 DECEMBER 10, 1990 FEBRUARY 25, 1991 NOVEMBER 25, 1991 SEPTEMBER 30, 1992 JULY 12, 1993 FEBRUARY 28, 1994 MAY 30, 1994 JANUARY 26, 1995 JUNE 22, 1995 OCTOBER 26, 1995 DECEMBER 9, 1997 FEBRUARY 23, 2006 AUGUST 28, 2008 MAY 28, 2009 APRIL 29, 2010 Revision Drafted: February 24, 2011
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YORK REGION DISTRICT SCHOOL BOARD
OPERATIONAL BY-LAW
PART 1:00 - INTERPRETATION
1:01 In this By-Law, unless the context otherwise requires:
1:01:01 "Board" means the trustees of the York Region District School Board;
1:01:02 "Chair" means the Chairperson of the Board;
1:01:03 "Vice-Chair" means the Vice-Chairperson of the Board;
1:01:04 "Trustee" means a person elected, or acclaimed, or appointed to the office of trustee or member of the Board pursuant to the provisions of the Municipal Elections Act and the Education Act;
1:01:05 "Director" means the Director of Education and Secretary - Treasurer of the Board;
1:01:06 "Coordinating Council of Superintendents" means the Council comprising the Director, the Associate Director, the Coordinating Superintendents of Education, the Superintendent of Curriculum and Instructional Services, the Superintendent of Student Services and the Superintendent , of Plant;
1:01:07 the singular includes the plural;
1:01:08 unless otherwise specified, a quorum means a simple majority of the members;
1:01:09 "Private Session" means a meeting of the Board or any Committee of the Board which may be closed to the public pursuant to the Education Act, the Youth Criminal Justice Act or the Municipal Freedom of Information and Protection of Privacy Act;
1:01:10 "Postpone" means defer, the two terms are interchangeable and have the same meaning (see section 2:05:12);
1:01:11 All provisions in this By-Law shall be interpreted in a manner consistent with all laws applicable to a public district school board in Ontario.
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PART 2:00 - ORGANIZATION OF BOARD MEETING
2:01 Regular Public Board Meetings
2:01:01 Unless otherwise ordered by special motion of the Board, regular Board Meetings shall be held in public on the first Tuesday last Thursday in each month, beginning at 8:00 p.m. Should the date of any Board Meeting fall on a statutory holiday, or on a date for which a change has been requested under By-Law 2:01:08, the meeting will be held on the following day at the same hour, or as otherwise decided by the Board.
2:01:02 A trustee who cannot attend such meeting should so notify the Secretary of the Board as early as possible, and if it should appear a quorum will be lacking, the Secretary shall so notify the Chair who will instruct the Secretary to notify the trustees of the postponement or cancellation of the meeting.
2:01:03 Written notice of all regular Board Meetings, accompanied by the agenda and any available background material for the meeting, shall be delivered to the official address of each trustee or by electronic mail at least 72 hours prior to the time the meeting is to take place. All notices or communications delivered to the official residences of trustees or sent by electronic mail shall be deemed to have been received. The official residence of a trustee is the last address provided in writing by the trustee to the Secretary of the Board. The electronic mail address is the official Board electronic mail address filed with and confirmed by the Secretary of the Board.
2:01:04 If there shall be no quorum present within 30 minutes after the appointed time for a Board Meeting, the Secretary shall record the names of the members present, the time and the meeting shall be cancelled. If the quorum is not maintained for the duration of the Board Meeting, the meeting shall be adjourned when the quorum is lost.
2:01:05 Board Meetings shall adjourn no later than 11:00 p.m., unless the Board decides by an affirmative and recorded vote of at least a quorum of the members to extend the meeting to a specified time or until a specific piece of business is completed. Meetings so extended shall continue either for a specific time or until a specific piece of business is completed, as the Board determines. As long as a quorum of the members remains, the Board may decide by an affirmative and recorded vote of at least a quorum of the members to further extend the meeting to a later specific time or until a further specific piece of business is completed. Those who vote in favour shall then be required to remain until the meeting adjourns. If no motion to extend the meeting is decided by an affirmative vote of at least a quorum of the members, the Chair shall adjourn the meeting. In the event that the Chair has not yet adjourned the meeting but no motion to extend has been passed pursuant to this By-Law, the business of the Board conducted after 11:00 p.m. shall be deemed to be regular and valid.
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2:01:06 The Chair shall chair all meetings of the Board, and in the Chair's absence the Vice-Chair shall chair such meetings. In the absence of both, the trustees present shall elect a chair from amongst themselves.
2:01:07 The proceedings at any public meeting may be recorded in whole or in part. If a request is made that the taping cease, the Chair shall call for a decision by resolution. Such provision shall not apply to the official Board recording device.
2:01:08 One or more members of the Board may request that no meeting of the Board or of its Committees be held on up to five days of the year if such meetings would otherwise fall on religious Holy Days collectively identified by this member or members of any religious faith. Any such requests will be made prior to and incorporated in the annual meeting schedule approved and published by the Board.
Upon request from any delegation unable to attend a Board or Committee meeting because of observance of a religious Holy Day, the Board will re-schedule action on the item under consideration to a future meeting.
2:02 Special Meetings
2:02:01 Special meetings of the Board shall be at the call of the Chair, or on the written request of four members of the Board. When special sessions are being scheduled, the Board should attempt to avoid conflicting with dates of other scheduled meetings of the Board or Committees. Written notice of all special sessions, accompanied by a statement of all the business to be transacted, must be delivered (by courier or electronic mail) to the trustees 24 hours before the meeting is to take place. No other business shall be considered unless all members of the Board are present and agree. Where the Director and the Chair agree that the Board shall be sitting as a quasi-judicial body (e.g. appeal of suspensions, etc.), the notice requirement shall be waived.
2:03 Private Board Meetings
2:03:01 Private Session will precede the regular public Board Meeting. The Private Session will begin at 6:45 p.m. or at a time determined by the Chair’s Committee. A trustee may, pursuant to the Education Act, move that any item be removed from the agenda of the Pprivate Board Meeting and be placed on the agenda for the Ppublic Board Meeting. If the resolution is supported by a majority of the trustees present, the change shall be made. - 5 -
2:03:02 All Committee or staff reports prepared in support of an item on the agenda for the Private Session shall be received in confidence and the materials and discussion shall be treated as confidential. Generally, these reports shall be printed on blue coloured paper reserved for this purpose, and shall be made public only by a resolution of the Board in Private Session. Matters discussed at the Private Session shall not be communicated to any person not present, except to a trustee, unless disclosure is expressly authorized by the Board. Unauthorized breach of confidentiality shall be considered to be improper conduct.
Where the Director and the Chair agree, highly confidential reports prepared in support of an item on the agenda for the Private Session shall be printed on periwinkle paper which shall have limited distribution within the Private Session.
Trustees shall ensure that all confidential reports are kept secure and inaccessible to those not entitled to access. Trustees are encouraged to return confidential material to Board and Trustee Services staff for shredding and disposal.
2:03:03 A motion to rise and report shall specify the resolutions, reports, or records of votes, and other information which are to be brought into the public meeting. Resolutions, discussions, opinions, records of votes, and material which are not specified to be brought into the public meeting shall continue to be confidential.
2:03:04 The Board shall adopt or receive the report from the Private Session. Such adoption or receipt will normally occur at the public meeting on the same date as the Private Session.
2:03:05 Pursuant to the Education Act, the Youth Criminal Justice Act and the Municipal Freedom of Information and Protection of Privacy Act, at all meetings of the Board or of its Committees, consideration of the following matters shall be dealt with in Private Session:
(i) the security of the property of the Board; (ii) the disclosure of intimate, personal or financial information in respect of a member of the Board or committee, an employee or prospective employee of the board or a pupil or his or her parent or guardian; (iii) the acquisition or disposal of a school site; (iv) decisions regarding in respect of negotiations with employees of the Board; or (v) litigation affecting the Board.
Pursuant to the Education Act, the Youth Criminal Justice Act and the Municipal Freedom of Information and Protection of Privacy Act, at all meetings of the Board or of its Committees, consideration of the following matters may be dealt with in a Private Session;
(i) matters of a sensitive nature.
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2:03:06 Notwithstanding clause 2:03:05, a trustee may, subject to the Education Act, the Youth Criminal Justice Act and the Municipal Freedom of Information and Protection of Privacy Act, move that any item be removed from the agenda of the Private Session and be placed on the agenda of the public meeting. If the resolution is supported by a majority of the trustees present, the change shall be made.
2:03:07 At a Private Session, only members of the Board, the Director of Education and other resource staff the Director deems appropriate will be are present. If it is desired, members of the Board may instruct any or all of its officials or any other person to attend.
2:04 Board Meeting Agenda
2:04:01 When the Chair’s Committee deems it appropriate, all priority items shall be marked with the letter "P" and dealt with after the report from the Private Session and before other unmarked items.
2:04:02 Private Session
1. Approval of Agenda 2. Declaration of Conflict of Interest 32. Approval of Minutes of Previous Meeting 43. Acceptance of Routine Items 54. Presentations and Delegations 65. Presentations of Minutes and Reports of Board Committees (Private Sessions) 76. Presentations of Minutes and Reports of Statutory Committees (Private Sessions) 87. Presentation of Reports of Special Committees (Private Sessions) 98. Director’s Information Report and Inquiries 109. Rise and Report
2:04:03 Regular Public Meeting
1. Roll Call 2. Approval of Agenda 3. Declaration of Conflict of Interest 43. Report from Board Meeting - Private Session 54. Student Trustee Report 65. APPLAUSE! 76. Special Announcements 87. Approval of Minutes of Previous Meeting 98. Routine Items 109. Presentations and Delegations 110. Presentation of Minutes and Reports of Board Committees
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121. Presentation of Minutes and Reports of Statutory Committees 132. Presentations of Reports of Special Committees 143. Motions or Notices of Motion 154. Meetings and Events 165. Adjournment
2:05 Parliamentary Procedure at (Public and Private) Board, Committee of the Whole, Board Standing and Budget Committee Meetings
All trustees are members of the Board’s Standing Committee and Budget Committee. The Board’s Chair, Vice-Chair, Budget Chair and Chair’s Committee members will be elected at the Board’s Inaugural Meeting annually. The Board’s Vice-Chair shall Chair the Board’s Standing Committee meetings.
The procedures set forth in Sections 2:05:01- 2:06:00 shall apply to Public and Private Board, and Committee of the Whole Meetings, Board Standing Committee and Budget Committee Meetings.
2:05:01 Addressing the Chair
1. All questions must be addressed to the Chair.
2. The Chair shall decide whether the question has been answered, whether an oral or written response is appropriate at the time or whether the response should be deferred.
3. The Chair shall designate the Director or a trustee to respond to a question.
4. Where a question is most appropriately answered by staff, the Director may so indicate and the Chair shall require the Director to designate the appropriate member of staff to respond. The member of staff may provide an immediate response or may indicate that a response will be forthcoming at a future date and, in the latter case, the Chair shall defer the answer to the next appropriate Board or Committee meeting.
2:05:02 Each member has the right to speak twice on the same question (except on an appeal), but cannot make a second speech on the same question as long as any member who has not spoken on that question desires the floor. No member may speak longer than five minutes at a time without permission of the meeting.
2:05:03 At the mover's request, the mover of a motion may be the initial and/or the final speaker.
2:05:04 A member of the Board may, at any stage of the debate, require the question under discussion to be read, but not so as to interrupt the person having the floor at the time.
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2:05:05 An abstention has the same effect as voting for the prevailing side, except where the abstention occurs as a result of a conflict of interest.
2:05:06 In the case of a vote declared by the Chair to be a tie, the motion is considered to be lost.
2:05:07 A recorded vote may be called for at the request of any trustee prior to or immediately following the Chair's call for the question. The voting record of each trustee shall be recorded in the minutes of the meeting. On a call for the question following which a request for a recorded vote has been made, the Chair shall allow each trustee not having spoken to the question to speak once if they so desire.
2:05:08 The minutes of the Board (Public and Private), Committee of the Whole, Board Standing and Budget Committee Meetings shall record motions voted on, their results, and general background information, where appropriate. The minutes will not reflect a verbatim transcript of the discussion, but will include the voting record if a recorded vote has been taken. Minutes of the public Board Meeting may also include memorials and recognitions.
2:05:09 A motion may be made at any Board Committee, regular Board Meeting or Special regular or special Board Meeting provided:
(a) that the subject matter of such motion is based upon or arises from and is related to material on the agenda for such meeting, and that the material has been distributed to all trustees at least seventy-two hours prior to the date of such meeting;
or
(b) that a copy of such motion, indicating the date of the meeting at which such motion will be made, has been given to the Chair’s Committee at least twelve days prior to the date of such meeting, and to all trustees in writing at least seventy-two hours prior to the date of such meeting, and the motion has been placed on the agenda of such meeting by the Chair’s Committee;
or
(c) when the agenda is approved or amended pursuant to clause 2:04:02 or 2:04:03, that the Board shall have agreed to entertain such motion(s) by an affirmative vote of at least two-thirds vote of the members present and eligible to vote.
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2:05:10 When a question is under debate the following actions are in order:
(a) to adjourn; (b) to call the question; (c) to postpone to a specifc time; (d) to postpone to an indefinite time; (e) to refer; (f) to amend; (g) to request the motion be divided into separate parts for voting purposes; (h) to make a parliamentary inquiry; (i) to call a point of order; (j) to raise a question of privilege; (k) to go into Committee of the Whole; (kl) to consider in Public or Private Session the question under debate; (lm) to recess the debate.
2:05:11 A motion to adjourn is put without debate. A motion to adjourn is always in order, but no second motion to the same effect can be made until some other business has intervened.
2:05:12 A motion to delay consideration of any item may be moved at any time when a motion is before the Chair, provided that it is expressed put in one of the following waysords:
(a) "That the motion be postponed (to a specific time)"; (b) "That the motion be postponed (to an indefinite time)"; (c) "That the motion be tabled".
If the motion to postpone is for a specific time, the motion may:
(a) be amended as to the specified time; (b) be debated as to the advisability of the action to postpone.
If the motion is carried, the matter cannot be reconsidered before the time specified, unless otherwise agreed to by a vote of two-thirds of all members present.
If the motion to postpone is for an "indefinite time" it means that the original question will be postponed for an indefinite period of time. A motion to postpone for an indefinite period of time may:
(a) not be amended; (b) be debated as to the advisability of the action to postpone; (c) be brought forward again only by a motion to reconsider, which requires a two-thirds majority vote of all members present.
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If the motion is to "table" the motion, the motion is undebatable. If the motion to table is carried, the matter is laid aside until it is removed from the table by a majority vote. A motion to remove from the table is undebatable.
2:05:13 A motion to refer, until it is decided, precludes all amendments to the main question.
2:05:14 All amendments are put, in reverse order, before the main motion is put. Exceptionally, amendments that relate to amending the main motion in form and substance only, insofar as time or amount is concerned, are put in order of priority determined by the longest time or the largest sum. A separate vote is taken on an amendment to an amendment, on an amendment, and on the main motion. Only one amendment is allowed to an amendment. An amendment must be directly relevant to the main motion, and must propose some change in form or substance of the main motion. An amendment to an amendment must be directly relevant to the main motion and amendment, and must propose some change in the form or substance of the amendment.
2:05:15 When the Board determines to go into Committee of the Whole, the Board determines the member who is to take the Chair. The rules of the Board are observed in Committee of the Whole, except rules respecting recorded votes, limiting the number of times of speaking, and no motion for an adjournment, or to refer, can be received.
A member may, at any time, move that the Committee rise and report progress, or to obtain the ruling of the Chair, with leave to sit again. A motion to rise and report is decided without debate.
Questions of order arising in Committee of the Whole are decided by the Chair of the Committee, subject to an appeal by any member to the Chair of the Board.
A report to the Board from the Committee of the Whole may be amended by the Board, before its adoption, without going again into Committee of the Whole for that purpose.
2:05:156 Whenever the Chair is of the opinion that any action undertaken is contrary to the By-Law of the Board, the Chair must so inform the members and quote the authority applicable to the case, without comment.
2:05:167 Otherwise the procedure at meetings shall be governed by Robert's Rules of Order.
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2:06:00 Motion to Reconsider
A question, when once decided by the Board, may be reconsidered at any time during the next twelve-month period on a resolution passed by an affirmative vote of two-thirds of the trustees present. A motion to re-consider, whether passed or defeated, may not be brought again for a further twelve month period.
PART 3:00 - COMMITTEE SYSTEM
3:00:01 Each year at the December Board Meeting the Board shall establish the following committees and their membership:
(a) Chair’s; (ab) Negotiations Advisory; (bc) Policy and By-Law; (cd) Joint Consortium with Coterminous Board; (de) Audit Committee; (ef) Student Discipline Committee; (fg) Race Relations Committee; (gh) Property Management Committee; (i) Parent Engagement Advisory Committee (hji) Those required by Provincial Statute: (i) Audit Committee (ii) Parent, Family and Community Engagement Advisory Committee; (iii) Special Education Advisory Committee; and (ivii) Supervised Alternative Learning for Excused Pupils; (ijk) Any other committee as determined by the Board.
The Board’s Committee meeting schedule will be approved by the Board annually at the July or August Board Meeting.
3:00:02 Purpose
Committees exist to assist the Board to examine in depth those matters which by their nature and complexity may require study which is too time consuming to be done by the entire Board. After examining the matters assigned, it is the function of the Committee to provide, in report or minute form, relevant information for the Board to make its decision. It is the function of Committees to be complementary to the work of the Board, to other Committees, and to the administration.
3:00:03 The Committees outlined in Section 3:00 need not adopt formal rules of Parliamentary Procedure (outlined in Section 2:05:00 to 2:06:00 of the Board By-Laws) in order to fulfill their mandate, as outlined in Sections 3:01:00 – 3:10:01, but may chose to do so, provided that a majority of members consider and agree at the first meeting in January to do so for the coming year.
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3:00:04 The names of trustee members for all Committees shall be recommended to the Board by the Chair’s Committee.
3:00:05 Each trustee shall be a member of the Board Standing Committee and the Budget Committee. In addition, each trustee is expected to serve on at least three other Board Committees, outlined in Section 3:00:01.
3:00:06 The Chair and Vice-Chair of the Board are members ex officio of all Committees and Sub-Committees of the Board excluding those Committees which are required by Provincial Statute. Ex officio members shall have the right to vote, and shall count toward the composition of a quorum when they are present at a Board or Committee meeting that is not governed by legislation that prohibits this practice.
3:00:07 With the exception of the Budget Committee, the Chair of each Committee shall be elected at the initial meeting of the Committee each year.
3:00:08 Committees shall meet according to an established schedule which shall be made public. Each religious faith represented by one or more members of the Board may request that no meeting of the Board or of its Committees be held on any five days of the year in accordance with the collective choice of each such faith. Any such requests will be made prior to and incorporated in the annual meeting schedule published by the Board.
Upon request from any delegation unable to attend a Board or Committee meeting due to observance of a religious Holy Day, the Board will re-schedule action on the item under consideration to a future meeting.
3:00:09 If there shall be no quorum within 30 minutes after the appointed time for a Committee meeting, the Secretary shall record the names of the members present, the time and the Committee meeting shall be cancelled. The Committee Chair shall adjourn a convened meeting whenever a quorum is no longer present.
In special circumstances, and with the consent of all Committee members present, the Committee meeting may proceed, provided that a non-routine report is provided at the next monthly Board Meeting containing all motions/actions and discussion taken at the meeting for which there was no quorum.
3:00:10 Committee meetings shall be held in public except for those matters described in section 2:03:05 which shall be dealt with in private session.
3:00:11 All trustees may attend meetings of all Committees and may take part in the discussion or debate on any matter before any Committee.
3:00:12 Committees shall keep their own minutes and file of backup materials which will be available through the Chair of the Committee to any trustee.
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3:00:13 Subject to the Municipal Freedom of Information and Protection of Privacy Act, Committees shall have access to all Board information and the assistance of appropriate staff. The allocation of staff is the responsibility of, and shall be monitored by, the Director.
3:00:14 All tasks to be assigned to a Committee shall first be routed through the Coordinating Council of Superintendents, the Chair’s Committee or the Board. The terms of reference for that task to be provided by the referring body should include:
(a) the purpose of the task; (b) expected outcomes; and (c) expected time frames.
3:00:15 Committees shall report to the Board regularly on the status of items the Committee has considered with a recommendation to receive or approve as appropriate.
3:00:16 A minority of any Committee may have a minority report presented to the Board by the Chair of the Committee.
3:00:17 (a) All Committees of the Board shall be dissolved:
(i) on the 30th day of November in an election year; or (ii) on the appointment of the members of the succeeding Committee; or (iii) as the Board or relevant legislation directs.
(b) The non-trustee members of the Race Relations, Special Education Advisory and the Supervised Alternative Learning for Excused Pupils Committees shall hold office until the expiry of the term for which the trustees were elected.
(c) The non-trustee members of the Parent, Family and Community Engagement Advsiory Committee shall hold office for one or two years as approved by the Board at the October Board Meeting annually.
3:01 Chair’s Committee
3:01:01 The Chair’s Committee will consist of the following members; Chair of the Board, Immediate Past Chair of the Board (for the one-year transition period only for a newly elected Board Chair), Vice-Chair of the Board, and two other trustees to be elected from among the other trustees at the annual Inaugural or initial meeting of the Board.
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3:01:02 In the absence of the Chair, the Vice-Chair shall act as Chair of the Chair’s Committee.
3:01:03 The Chair’s Committee shall have the following responsibilities:
(a) to instruct the Board's counsel or solicitors to take such action as is deemed advisable and expedient in the conduct of any litigation or other matter pending the next meeting of the Board;
(b) to prepare with the appropriate members of staff the agenda for meetings of the Board and its Standing Committee and to designate the appropriate time for stated hours on the agenda;
(c) to refer matters directly to the Board's Committees or to staff and to report such matters to the Board;
(d) to designate matters to be approved or to be received as routine on the agenda for Board meetings;
(e) to recommend to the Board the disposition of confidential matters regarding staff and students;
(f) to recommend to the Board the disposition of such matters as may have come before the Chair’s Committee;
(g) to recommend to the Board the trustee membership of all Board Committees at the December Board Meeting;
(h) to make recommendations to the Board relating to trustee honoraria and expenses; and
(i) to consider and respond to requests for delegation, on behalf of the Board, as outlined in Section 4:01 to 4:01:09;
(j) to recommend to the Board any proposed revisions to the Board’s Official By-Laws, in accordance with Section 4:06;
(k) to recommend to the Board the Chair of any Committee not filled under any other section of the By-Law;
(l) to ensure that the objectives and performance of the Director of Education are reviewed annually within the context of goals targets outlined in the Board’s Multi-Year Plan; and
(m) to ensure that the salary of the Director of Education is reviewed annually.
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3:02 Board Standing Committee
3:02:01 The Board Standing Committee, at the direction of the Chair’s Committee, Coordinating Council of Superintendents or the Board, shall consider and make recommendations to the Board on the following topics:
(a) the Board's financial system; (b) financial statements and audit procedures; (c) general legislative grants; (d) insurance coverage; (e) transportation; (f) food services; (g) trust funds; (h) cash disbursements; (i) school and other facility design and construction; (j) capital forecast; (k) construction change orders; (l) maintenance and caretaking standards; (m) school utilization by day school and community; (n) building project progress reports; (o) mutual use agreements; (p) proposed plans of subdivisions; (q) long-range educational program planning; (r) education program priorities; (s) professional development; (t) monetary dimension of programming; (u) educational research projects; and (v) student awards and other student matters not prescribed in Section 2:03:05.;
3:03 Budget
3:03:01 The Budget Committee at the direction of the Chair’s Committee, Coordinating Council of Superintendents, or the Board shall consider and make recommendations to the Board on the following topics:
(a) annual estimates; (b) budget priorities; (c) budget forecasting; and (d) non-budgeted expenditures.
3:04 Negotiations Advisory Committee
3:04:01 The members of the Negotiations Advisory Committee shall be: the Chair and Vice-Chair of the Board and at least one additional trustee.
3:04:02 The Director, the Associate Director of Education, Co-ordinating Superintendents and such other staff as requested by the Committee and appointed by the Director will serve as advisors to the Committee.
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3:04:03 The Committee will monitor activities throughout the Province in order to update and revise negotiating guidelines and salary parameters.
3:04:04 The Committee will be responsible for providing, through its recommendations to the Board, consistency throughout all Board negotiations.
3:04:05 The Committee will be responsible for establishing and implementing, subject to Board approval, guidelines for negotiations for the Board and its negotiating team(s).
3:04:06 The Committee shall report directly to the Board (in Private Session) on all negotiation matters except in those instances wherein the Act governing negotiations between teachers and boards requires a public session.
3:04:07 The Committee will present, in accordance with By-Law timelines, tentative agreements to the Board in Private Session. Ratification by Board resolution of said agreements will occur in Public Session by recorded vote.
3:04:08 The Director of Education, after consultation with employee groups, shall submit a report to the Committee on compensation recommendations covering Board management personnel, except:
(a) the Director of Education; and (b) staff belonging to a teachers' federation or a CUPE union.
3:04:09 The Committee shall evaluate the Director's report, shall meet with employee groups if they so request, and shall advise the Director regarding possible amendments to the report.
3:04:10 The Committee shall submit its recommendations to the Board based upon its study of the Director's report.
3:04:11 The Committee shall receive a further report from the Director on the administration of salaries of supervisory officers based on merit and the ranges established by the Board.
3:05 Policy and By-Law Committee
3:05:01 The Policy and By-Law Committee shall consist of at least three trustees.
3:05:02 The Committee shall consider and make recommendations to the Board on the following topics:
(a) review of Policies and By-Laws (within a fivefour-year cycle); (b) revision of Policies and By-Laws; and (c) new Policies and By-Laws.
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3:06 Statutory Committees
3:06:01 Statutory Committees shall be appointed in accordance with the terms of the Education Act and the regulations thereunder. Appointments to Statutory Committees will be approved by the York Region District School Board.
3:06:02 All non-trustee members of the Statutory Committees listed in 3:00:01 shall hold office until the expiry of the term for which the members of the Board were elected or for a specific period of time identified in the Committee’s Operational By-Laws/Terms of Reference (Appendix A-C).
3:06:03 Statutory Committees shall meet as required by related legislation. The Chair of the Board shall call the first meeting not later than January 31 each year.
3:07 Audit Committee
3:07:01 The Audit Committee shall consist of up to three trustees.
3:07:02 The Audit Committee shall have the following responsibilities:
(a) to meet with the Auditor before the audit to review the scope of the audit; (b) to review with the Board Auditor the audit report and financial statements prior to presentation to the Board; (c) to review with the Auditor the management letter; to make recommendations to the Board regarding changes to the duties or terms of reference of the Committee;
3:07:03 The Committee shall meet at least twice per year (pre and post audit).
3:07:04 The Board Auditor (or designate) shall attend Committee Meetings as required and will act as a scrutineer for all candidates for elected positions at the Board’s Annual Inaugural Meeting.
3:07:05 The Associate Director shall attend Committee Meetings.
3:07 Student Discipline Committee
3:07:01 The Student Discipline Committee shall consist of four trustees, with a quorum for hearings being three trustees. Other trustees may substitute for members for purposes of reaching a quorum at meetings.
The Committee is authorized, in accordance with the Education Act, to exercise the powers and duties of the Board with regard to student discipline appeals and expulsion hearings.
Membership for the Committee will rotate annually.
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3:08 Joint Board Consortium
3:08:01 The core membership of the Consortium shall be two trustees from each Board plus the Chair from each Board. The quorum shall be three members, which shall include at least one trustee from each Board.
3:08:02 The Joint Board Consortium shall have the following responsibilities:
(a) to govern and direct the operation of common services for the York Region District School Board and its Coterminous Board; (b) to report and provide recommendations to each Board relating to areas within its mandate; (c) to administer policies as approved by each Board; (d) to make recommendations to each Board on the following topics with regard to transportation; • general policy and communications, • procurement of service and establishing rates, • annual budget estimates, • cost allocation formula, • financial controls, and • operational reviews; (e) to provide for an appeals process; and (f) to provide recommendations to each Board regarding additional shared service.
3:08:03 The Consortium shall have two co-chairs, one representing each Board.
3:08:04 The Consortium shall meet bi-monthly in Public and also in Private Session (in-camera) as required.
3:09 Special Committees
3:09:01 The Board may establish, by resolution, a special Committee to research and recommend to the Board on a subject not the responsibility of another Committee. Any recommendation for a special Committee shall include proposed terms of reference at the time of submission. The Board will approve the terms of reference of the special Committee at the time the Committee is established.
3:09:02 The trustee who introduces the Board motion to establish a special Committee shall be a member of that Committee.
3:09:03 The Director of Education or an official named by the Director shall act as Secretary of each Committee unless there is Board direction to the contrary.
3:09:04 At the initial meeting of the special Committee, the terms of reference which have been provided by the Board, shall be discussed and recorded in the minutes.
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3:09:05 When the specific task of the Committee has been completed, a report will be made to the Board and the Committee shall be dissolved by Board resolution. Interim reports will be made at the discretion of the Committee Chair or on direction from the Chair’s Committee or the Board.
3:10 Sub-Committees
3:10:01 Sub-Committees may be established by a Committee to consider any matter within the terms of reference of the Committee. Membership on a Sub-Committee shall be determined by the appointing Committee and may include trustees not on the Committee. A Sub-Committee shall be dissolved upon submission of its final report to the appointing body.
PART 4:00 - SPECIAL SITUATIONS
4:01 Delegations
4:01:01 Persons who have an interest and who are present at public meetings of the Board may address the Board or make comments only as indicated in Section 4:01, Delegations, or under circumstances ruled to be exceptional by a majority of the trustees present at such meeting.
4:01:02 A person or a delegation wishing to address the Board or a Committee shall submit to the Board Chair a written application to appear before the trustees stating in full the matter on which a submission is to be made, naming the organization or interested parties to be represented, a day-time telephone number, home address and electronic mail address (if applicable), stating the authority of the proposed speaker.
4:01:03 Chair’s Committee will meet (in person or via audio conference) to decide whether or not a delegation request should be heard at a Board Standing Committee meeting or referred to a staff member or any other appropriate Board Committee for follow-up. The Board Chair’s Office will respond, on behalf of Chair’s Committee, within ten business days during the school year (excluding statutory holidays) to delegation requests meeting the requirements set out in Section 4:01:02. Delegations from persons not residing in York Region, repeated requests from the same individual and requestsor from multiple individuals representing the same group may be denied.
4:01:04 Upon request from any delegation unable to attend a Board or Committee meeting due to observance of a religious Holy Day, the Board will re-schedule action on the item under consideration to a future meeting.
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4:01:05 Delegations authorized by Chair’s Committee to make a presentation on a personnel matter will be heard in Private Session. If the representation constitutes a complaint or criticism of specific individuals, such individuals shall have the right to attend and will be advised at least five business days (excluding statutory holidays) prior to the time set for the delegation to be heard.
4:01:06 A delegation shall designate not more than two persons as speakers but other members of the delegation may be allowed to address the Board with the permission of the Chair.
4:01:07 Fifteen minutes at the meeting will be allocated for the delegation to clarify the written submission and to answer questions of the trustees. Major modifications to this written submission are to be in writing. The time limit may be extended on a majority vote of the trustees who are present and who are eligible to vote.
4:01:08 If further discussions of the subject matter of the delegation are to occur, the Board Chair’s Office shall notify the delegation of all meetings of the Committee and Board at which such issue is on the agenda, and of all final decisions in connection with the matter.
4:01:09 The Board may postpone any decision or recommendation to a later meeting. If a decision is not made at the same meeting at which a delegation appears before the Board, the delegation shall be notified of the date of the meeting at which a decision is to be made or staff report is to be considered concerning their representations. The decision shall be communicated in writing to the group making the original submission.
4:02 Inaugural Meeting (including first meeting in a non-election year)
4:02:01 Early in September of the year of a municipal election, the Chair’s Committee shall appoint a Committee of two trustees (herein the "Inaugural Planning Committee") to make appropriate arrangements for the first meeting of trustees to be held in the following December at a time and place set by the Board.
4:02:02 The Chair of the Board shall convene after the second Monday in November but prior to the first meeting of trustees in December, an informal meeting of all trustees holding office in the following year for the purpose of:
(a) setting the time, date and place of the inaugural meeting, subject to statutory requirements;
(b) in an election year only, considering and, if approved, confirming other arrangements made by the Inaugural Planning Committee;
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(c) considering and, if approved, requesting the trustees comprising the Inaugural Planning Committee to continue as Committee members should they not hold office as trustees in the following year, or appointing new trustees if deemed necessary;
(d) discussing their objectives for the forthcoming year as well as their expectations from a new Chair of the Board;
(e) requesting trustees to express their intentions to stand for the positions of Chair, Vice-Chair, Budget Chair, membership on Chair’s Committee and interest to chair any other committee of the Board.
4:03 Agenda for Inaugural Meeting (minimum form)
4:03:01 (a) Call to Order by Director of Education and Secretary-Treasurer or delegate
(b) Student Singing of National Anthem
(c) Introduction of Trustees and Scrutineer
(d) Declaration of Oath of Allegiance
(e) Director to Declare the York Region District School Board Officially Constituted
(f) Election of Board Chair
(g) Presentation of Gavel of Office to Board Chair
(h) Board Chair Presides - Election of Board Vice-Chair
(i) Election of Chair, Budget Committee
(j) Election of Two Trustees to Chair’s Committee
(k) Presentation of Gavel to Past Chair
(l) Remarks from Board Chair
(m) Adjournment
4:03:02 In a non-election year the agenda of the first meeting will include as a minimum form items, a,c,f,g,h,i,j,k,l,m,n of Article 4:03:01.
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4:04 Conduct of Elections
4:04:01 Nominations must be made and seconded.
4:04:02 All elections shall be by secret ballot.
4:04:03 All ballots shall be counted by the Director of Education and the Senior Manager, Board and Community Trustee Services, in the presence of a scrutineer supplied by the Board’s auditing firm.
4:04:04 There will be separate votes for each of the two trustee positions elected to serve on Chair’s Committee.
4:04:05 To be declared elected to any position, the winning candidate must have received a simple majority (50% plus one) of ballots cast by trustees present. An incomplete ballot for any elected position will be considered a spoiled ballot. The total number of ballots used to determine a simple majority will be reduced by one for each spoiled ballot.
Where no majority is received, where there are more than two candidates, the candidate receiving the least number of votes shall be dropped and the election will continue from among those remaining until one candidate receives a majority. Where there is an equality of votes between two candidates, the candidates shall draw lots.
4:04:06 The Director of Education shall announce the results of the Ballot(s) for Chair, but neither the count nor the order. Thereafter the new Chair of the Board shall in like manner announce results of succeeding elections.
4:04:07 Upon the conclusion of the meeting, the Director of Education and the Senior Manager, Board and Community Trustee Services in the presence of the scrutineer shall destroy all ballots.
4:05 Signing Officers
The following are the signing officers of the Board:
Chair of the Board Vice-Chair of the Board Director of Education and Secretary-Treasurer Associate Director of Education Coordinating Superintendent(s) of Education Superintendent of Curriculum & Instructional Services Superintendent, Plant of Plant Services Superintendent of, Business Senior Manager, Administrative Services Senior Manager, Planning and Property Development Manager, Capital and Financial Reporting Manager, Budget and Accounting Services
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4:06 By-Law Amendment Procedure
4:06:01 An amendment to a section of this By-Law may be enacted by a majority vote on an amendment presented at a regular meeting of the Board following a notice of motion to that effect presented at a preceding regular Board Meeting through Chair’s Committee.
4:06:02 Except for section 2:02:01, a section or sections of this By-Law may be suspended for a specific piece of business or to a specific time during the meeting, on an affirmative vote of two-thirds of the members of the Board.
BY-LAW HISTORY
Revised June 22, 1995 Revised October 26, 1995 Revised December 9, 1997 Revised February 23, 2006 Revised August 28, 2008 Revised May 28, 2009 Revised April 29, 2010 Revision Drafted February 24, 2011 APPENDIX A
ADDENDUM TO THE
YORK REGION DISTRICT SCHOOL BOARD
OPERATIONAL BY-LAW
Audit Committee Operational By-Law
1:00 Audit Committee
1:01 The Audit Committee shall consist of up to three trustees five members; including three trustees and two persons who are not Board members.
1:02 The Audit Committee shall be responsible for providing assurance to the Board of Trustees that the Board has the appropriate culture, personnel, policies, systems, and controls in place to safeguard the Board’s assets and to accurately report financial information to internal and external users. (a) to meet with the Auditor before the audit to review the scope of the audit; (b) to review with the Board Auditor the audit report and financial statements prior to presentation to the Board; (c) to review with the Auditor the management letter; and (d) to make recommendations to the Board regarding changes to the duties or terms of reference of the Committee.
1:03 The Committee shall meet at least twice per year (pre and post audit) three times in each fiscal year at the call of the Chair. The first meeting of the fiscal year shall take place no later than September 30th.
1:04 The Board Auditor (or designate) shall attend Committee Meetings as required and will act as a scrutineer for all candidates for elected positions at the Board’s Annual Inaugural Meeting.
1:054 The Associate Director and/or Senior Business Official shall attend Committee Meetings.
Operational By-Law History:
Drafted February 15, 2011 APPENDIX B
ADDENDUM TO THE
YORK REGION DISTRICT SCHOOL BOARD
OPERATIONAL BY-LAW
Parent, Family and Community Engagement Advisory Committee Operational By-Law
PURPOSE
1. (1) The purpose of the Parent, Family and Community Engagement Advisory Committee (PEAC) is to support, encourage and enhance parent engagement at the Board level in order to improve student achievement and well-being.
(2) The Parent, Family and Community Engagement Advisory Committee of the Board shall achieve its purpose by:
(a) providing information and advice on parent engagement to the Board; (b) communicating with and supporting school councils of schools of the Board; and (c) undertaking activities to help parents of pupils of the Board support their children’s learning at home and at school.
2. The Parent, Family and Community Engagement Advisory Committee of the Board shall:
(a) develop strategies and initiatives that the Board and the Board’s Director of Education could use to effectively communicate with parents and to effectively engage parents in improving student achievement and well-being; (b) communicate information from the Ministry to school councils of schools of the Board and to parents of pupils of the Board; (c) work with school councils of schools of the Board and, through the Board’s Director of Education, with employees of the Board to; (d) share effective practices to help engage parents, especially parents who may find engagement challenging, in their children’s learning, by; (i) identifying and reduce barriers to parent engagement, (ii) helping ensure that schools of the Board create a welcoming environment for parents of its pupils, and (iii) developing skills and acquire knowledge that will assist the Parent, Family and Community Engagement Advisory Committee and school councils of the Board with their work; and (e) determine, in consultation with the Board’s Director of Education and in keeping with the Board’s policies and procedures, how funding, if any, provided under the Education Act for parent involvement is reported.
COMPOSITION OF COMMITTEES, GENERAL
3. (1) The Parent, Family and Community Engagement Advisory Committee of the Board shall include the following:
(a) three parents per Community Education Centre comprised of two elementary parent representatives and one secondary per Community Education Centre; (b) the Director of Education of the Board; (c) one trustee and an alternate appointed by the Board; (d) the number of community representatives, up to three, one from the Special Education Advisory Committee and one from the Race Relations Advisory Committee and a community member at large.
(2) The Board may appoint one or more of the following individuals to the Parent, Family and Community Engagement Advisory Committee:
• one principal or vice-principal of an elementary school of the Board; • one principal or vice-principal of a secondary school of the Board; • one teacher employed, other than a principal or vice-principal, in an elementary school of the Board; • one teacher employed, other than a principal or vice-principal, in a secondary school of the Board; one person employed by the Board centrally assigned; and • one person employed by the Board, other than a principal, vice-principal or teacher.
(3) A person is qualified to be appointed by the Board as a parent member of the committee if he or she is a parent.
APPOINTMENTS TO THE COMMITTEE
(4) The Parent, Family and Community Engagement Advisory Committee shall recommend the appointment of members to the committee at the October Board meeting annually.
(5) The committee shall ensure that parent members constitute a majority of the members of the committee.
(6) The term of office of the trustee/alternate of the Board shall be one year as set by the Board.
(6) Community representatives appointed to a Parent, Family and Community Engagement Advisory Committee shall not be members or employees of the Board.
(7) The Board shall approve the appointments of the parent, staff and community members of the committee at the October Board meeting annually.
PARENT MEMBERS
4. (1) A person is eligible to be appointed or elected as a parent member of the Parent, Family and Community Engagement Advisory Committee of a Board if he or she is employed by the Board.
(2) A parent member who is employed by the Board will inform the committee of his or her employment with the Board.
VACANCIES
5. (1) The Board shall ensure that vacancies in parent member positions on its Parent, Family and Community Engagement Advisory Committee are advertised through a variety of methods.
(2) Methods of advertising vacancies in parent member positions on the Parent, Family and Community Engagement Advisory Committee include:
(a) advertisements in newsletters of schools or school councils of schools of the Board; (b) advertisements in newspapers with general circulation in the geographic jurisdiction of the Board; (c) advertisements on radio or television stations that broadcast in the geographic jurisdiction of the Board; (d) notices in schools of the Board; and (e) notices on the Board’s website and on the websites of the Board’s schools.
(3) The vacancies of the Parent, Family and Community Engagement Advisory Committee are as follows:
Applicant Grid – Parent, Family and Community Engagement Committee
al
kills n
S
bility
olving olving S conomic, kills kills exual E ouncil ouncil Time Time Skills Skills S Skills Skills S - Name Group Group thnicity, thnicity, S School School C anguage, anguage, xperience rientation, rientation, Visionary E lass and/or Volunteer Advocacy evelopment L Experienc e E rganizatio Diversity of Community Community O C Management D Collaboration Collaboration ocio rocessing O Physical A Problem S P
Elementary North Central East West Secondary North Central East West
6. (1) A vacancy in the membership of the Parent, Family and Community Engagement Advisory Committee does not prevent the committee from exercising its authority.
(2) Vacancies among the parent membership that occur during the term of membership must be filled within thirty (30) days.
(3) A list of potential parent members will be maintained annually for the purpose of filling vacancies should they occur.
DISQUALIFICATIONS
7. (1) If a member misses three consecutive meetings without prior approval of the Parent, Family and Community Engagement Advisory Committee the seat will be vacated.
(2) If a voting member moves from one Community Education Centre to another during the course of their term they may complete their term of appointment.
TERM OF OFFICE
8. (1) The term of office of some of the parent members of the Parent, Family and Community Engagement Advisory Committee shall be one year and the term of office of some of the parent members shall be two years, as specified in the grid.
(2) A member of the Parent, Family and Community Engagement Advisory Committee may be appointed or re-appointed to the committee for up to six years before taking a minimum of one year’s absence before re-applying.
OFFICERS
9. (1) The Parent, Family and Community Engagement Advisory Committee shall have a chair or co-chairs.
(2) The chair or co-chairs of the Parent, Family and Community Engagement Advisory Committee must be parent members of the committee and shall be elected for a two-year term by the parent members of the committee at the first meeting of the committee in each school year that there is a vacancy in the office of chair or co-chair.
(3) The vice-chair of the Parent, Family and Community Engagement Advisory Committee will be the Board appointed trustee.
(4) Only parent members with a two-year term are eligible to be elected to the position of chair or co-chair.
(5) An individual may not serve more than two consecutive terms as chair or co-chair of the Parent, Family and Community Engagement Advisory Committee.
(6) An individual who has served one term or two consecutive terms as chair or co-chair of the Parent, Family and Community Engagement Advisory Committee may be re-elected as chair or co-chair of the committee provided at least one (1) two-year term has elapsed since his or her last term as chair or co-chair.
(7) The chair or co-chairs and vice-chair of the Parent, Family and Community Engagement Advisory Committee shall act as spokespersons for the committee in communicating with the Director of Education of the Board and with the Board of Trustees.
(8) A vacancy in the office of chair, co-chair or any office provided for in these By-Laws of the Parent, Family and Community Engagement Advisory Committee, shall be filled in accordance with these By-Laws. REMUNERATION
10. (1) A person shall not receive any remuneration for serving as a member of the Parent, Family and Community Engagement Advisory Committee.
(2) The Board shall reimburse the members of its Parent, Family and Community Engagement Advisory Committee for expenses incurred as members of the committee in accordance with the Board policy.
MEETINGS
11. (1) The Parent, Family and Community Engagement Advisory Committee shall meet at least six times in each school year.
(2) A meeting of the Parent, Family and Community Engagement Advisory Committee cannot be held unless:
(a) a majority of the members present at the meeting are parent members; (b) the Director of Education, or his or her designate is present; and (c) the trustee or alternate is present.
(3) The Board shall make available to its Parent, Family and Community Engagement Advisory Committee the facilities that the Board considers necessary for the proper functioning of the committee, and shall make reasonable efforts to enable members to participate fully in meetings of the committee by electronic means.
(4) A member of the Parent, Family and Community Engagement Advisory Committee who participates in a meeting through electronic means shall be deemed to be present at the meeting.
(5) All meetings of the Parent, Family and Community Engagement Advisory Committee shall be open to the public and shall be held at a location that is accessible to the public.
(6) The chair or co-chairs of the Parent, Family and Community Engagement Advisory Committee shall ensure that notice of each meeting is provided to all members of the committee at least two weeks before the meeting by:
(a) delivering a notice to each member by e-mail or regular mail; and (b) posting a notice on the Board’s website.
(7) The agenda to be provided to all members five days prior to the meeting.
(8) Notice by regular mail is provided five days before the meeting if it is mailed five days before the meeting.
SUBCOMMITTEES
12. (1) The Parent, Family and Community Engagement Advisory Committee may establish subcommittees to make recommendations to the Parent, Family and Community Engagement Advisory Committee. (2) A subcommittee of the Parent, Family and Community Engagement Advisory Committee must include at least one parent member of the Parent, Family and Community Engagement Advisory Committee.
(3) A subcommittee of the Parent, Family and Community Engagement Advisory Committee may include persons who are not members of the Parent, Family and Community Engagement Advisory Committee.
(4) A Communications Subcommittee of the Parent, Family and Community Engagement Advisory Committee will consist of the chair or co-chairs, the vice-chair, two parent representatives, one community representative and staff.
VOTING
13. When the Parent, Family and Community Engagement Advisory Committee votes on a matter, only parent members and community representative members are entitled to vote.
BY-LAWS
14. The Parent, Family and Community Engagement Advisory Committee:
(a) may make by-laws governing the conduct of the committee’s affairs; (b) shall make by-laws that;
• specifying the length of the term of office for the community representative members of the Parent, Family and Community Engagement Advisory Committee and the members appointed by the Board, if any, • establishing rules respecting conflicts of interest of the members of the Parent, Family and Community Engagement Advisory Committee, and • establishing a process for resolving conflicts internal to the committee, consistent with any conflict resolution policies of the Board.
(c) by-laws will be reviewed annually by the Communications Sub-committee and recommendations will be made to the Parent, Family and Community Engagement Advisory Committee.
MINUTES AND FINANCIAL RECORDS
15. (1) The Parent, Family and Community Engagement Advisory Committee shall keep minutes of all of its meetings and records of all of its financial transactions.
(2) The Parent, Family and Community Engagement Advisory Committee shall retain the minutes of its meetings and the records of its financial transactions in accordance with the policies and procedures of the Board, if any, respecting the retention of documents by committees of the Board.
(3) The minutes of the Parent, Family and Community Engagement Advisory Committee of the Board shall be:
(a) posted on the website of the Board that established the committee; (b) sent electronically to the chair or co-chairs of the school council of each school of the Board that established the committee; and (c) approved by the Board of Trustees.
(4) The minutes of a committee’s meetings and the records of its financial transactions shall be available for examination at the Board’s office by any person without charge for four years.
(5) Minutes posted on the website of the Board shall remain on the website for four years.
INCORPORATION
16. The Parent, Family and Community Engagement Advisory Committee shall not be incorporated.
DELEGATION BY THE DIRECTOR OF EDUCATION AND THE BOARD MEMBER
17. (1) The Director of Education of the Board may:
(a) delegate any of his or her powers or duties as a member of the Parent, Family and Community Engagement Advisory Committee to a supervisory officer employed by the Board; and (b) designate a supervisory officer of the Board to attend a meeting of the Parent, Family and Community Engagement Advisory Committee in his or her place.
(2) The Trustee who sits on the Parent, Family and Community Engagement Advisory Committee may:
(a) delegate any of his or her powers or duties as a member of the Parent, Family and Community Engagement Advisory Committee to another member of the Board; and (d) delegate to the alternate who has been appointed by the Board to attend the meetings of the Parent, Family and Community Engagement Advisory Committee in his or her place.
CONSULTATION BY BOARD
18. (1) The Board may solicit and take into consideration the advice of its Parent, Family and Community Engagement Advisory Committee with regard to matters that relate to improving student achievement and well-being.
(2) The Board shall inform the Parent, Family and Community Engagement Advisory Committee of its response to advice provided to it by the committee.
CONSULTATION BY MINISTRY
19. The Ministry may solicit and take into consideration the advice of parent involvement committees with regard to matters that relate to improving student achievement and well-being.
CONSULTATION BY PARENT, FAMILY AND COMMUNITY ENGAGEMENT ADVISORY COMMITTEE
20. The Parent, Family and Community Engagement Advisory Committee may solicit and take into consideration the advice of parents of pupils enrolled in schools of the Board with regard to matters under consideration by the committee.
SUMMARY OF ACTIVITIES
21. (1) The Parent, Family and Community Engagement Advisory Committee of the Board shall annually submit a written summary of the committee’s activities to the chair of the Board and to the Board’s Director of Education.
(2) The summary of activities shall include a report on how funding, if any, provided under the Education Act for parent involvement, was spent.
(3) The Director of Education shall:
(a) provide the summary of activities to the school councils of the schools of the Board; and (b) post the summary of activities on the website of the Board.
These By-Laws are in compliance with Regulation 330/10 amending Regulation 612/00 of the Education Act of Ontario and were approved by the Parent, Family and Community Engagement Advisory Committee at the November 24, 2010 meeting.
Operational By-Law History:
Approved January 24, 2011
APPENDIX C
ADDENDUM TO THE
YORK REGION DISTRICT SCHOOL BOARD
OPERATIONAL BY-LAW
Special Education Advisory Committee Operational By-Laws
A. MANDATE REFERENCES
Under Ontario’s Education Act, every exceptional pupil is entitled to Education Act special education programs and services, which meet his or her Section 8. (3) needs. In York Region, the Special Education Advisory Committee Section 57. (1) (SEAC) [Sec. 57(1)] plays a vital role in ensuring that exceptional pupils receive appropriate educational services.
Powers of the Committee
A Special Education Advisory Committee of a board may make Regulation 464/97 recommendations to the board in respect of any matter affecting Section 11. (1) the establishment, development and delivery of special education programs and services for exceptional pupils of the board.
The SEAC’s responsibilities are:
• to make recommendations to the board in respect of any matter affecting the establishment, development and delivery of special education programs and services for exceptional pupils of the board; • to participate in the board’s annual review of its special education plan; • to participate in the board’s annual budget process as it relates to special education; • to review the financial statements of the board as they relate to special education.
Opportunity to be Heard
Before making a decision on a recommendation of the committee, Regulation 464/97 the board shall provide an opportunity for the committee to be Section 11. (2) heard before the board and before any other committee of the board to which the recommendation is referred.
B. MEMBERSHIP
1. Composition
Every district school board shall establish a Special Educational Regulation 464/97 Section 2. (1)(2)(3)(4)(5) Advisory Committee that shall consist of,
(a) one representative from each of the local associations, not to exceed twelve, that operates locally within the area of jurisdiction of the board, as nominated by the local association and appointed by the board, who must be: • a Canadian citizen; • of the full age of eighteen years; • a resident within the area of jurisdiction of the board;
• a public school elector; and
• not employed by the board in which the member resides;
(b) one alternate for each representative appointed under clause (a), as nominated by the local association and appointed by the board;
(c) three members appointed by the board from among its members in addition to the members referred to in (a), the board may appoint one or more additional members who are not representative of a local association and are not
members of the board or of a committee of the board; and
(d) three trustee representatives and alternate(s) appointed by the board. The number of trustees to be appointed by the Regulation 464/97 board shall be the lesser of: three or 25 percent of the total Section 4 number of members of the board, rounded down to the nearest whole number. Where the number of members appointed is less than three, one alternate, as appointed by Section 2. (d) the board from among its own members, may be appointed.
2. Appointment
A local association may write to the director and/or the secretary of the board to request representation on the SEAC. A letter should include the nomination and qualifications of the nominee. The board may appoint to membership of the SEAC only those persons who qualify. Each association is entitled to one member. Regulation 464/97 Section 2. (5) For the purpose of clause (5) where there are more than twelve
associations in the area of jurisdiction of the board, the board shall select the twelve local associations that shall be represented.
Note: The York Region District School Board, in addition, includes on its SEAC representatives from the elementary and secondary school principals, Student Services Coordinators and facilitators and two Superintendents of Schools on a rotating basis.
3. Term of Office and Qualifications
Each of the persons appointed under Section (2) who are not members of the board shall have the qualifications required for Regulation 464/97 members of the board that appointed them and shall hold office Section 2 during the term of the members of the board and until the new board is organized.
4. Disqualifications
A member of the SEAC loses his or her seat if he or she: Regulation 464/97 • is convicted of an indictable offence; Section 7 • is absent from three consecutive regular meetings with authorization by resolution entered in the Minutes; and • ceases to hold the qualifications to be appointed to the committee.
5. Vacancies
If a position on the SEAC becomes vacant, the board shall Regulation 464/97 appoint a qualified person under Regulation 464/97 Sections 2, Section 8 3 and 4, to fill the vacancy for the remainder of the term of the person whose position became vacant.
C. FUNCTIONS OF THE COMMITTEE
1. Election of Chair and Vice-Chair
The members at the first meeting elect one of their members as Regulation 464/97 chair who shall preside at all meeting and, if at any meeting the Section 9.(3)(4)(5)(6) chair is not present, the vice-chair shall act for the chair. The vice-chair shall also be elected at the first meeting. The vice-chair assists the chair and acts for the chair at meetings in
his or her absence.
If at any meeting the chair or vice-chair is not present, the members present may elect a chair for that meeting.
Successful Practice
YRDSB’s SEAC chair is a trustee and the vice-chair is an association or community representative.
2. Voting
Each appointed member of the SEAC is entitled to one vote. Alternate members may not vote if the appointed member is
present at the meeting.
On every motion, the chair may vote with the other members of the committee, and any motion on which there is an equality of Regulation 464/97 votes is lost. Section 9.(7)
3. Meetings
1) The SEAC shall meet at least 10 times in each school year. Regulation 464/97 Section 9.(8)
2) The SEAC meetings are conducted under the same procedures as the board, which appoints them. All members should have access to and become familiar with the board’s by-laws and rule of procedure for board committees.
3) The meetings of a board, and subject to subsection (2), meetings of a committee of the board, including a committee of the whole board, shall be open to the public, Subsection 207
and no person shall be excluded from a meeting that is open to the public except for improper conduct.
4) A meeting of a committee of a board, including a committee of the whole board, may be closed to the public Section 134, Subsection 9 when the subject matter under consideration involves,
a) the security of the property of the board; b) the disclosure of intimate, personal or financial information in respect of a member of the board or
committee, an employee or prospective employee of the board or a pupil or his or her parent or guardian; c) the acquisition or disposal of a school site; d) decisions in respect of negotiations with employees of the board; or e) litigation affecting the board.
5) The presiding officer may expel or exclude from any meeting any person who has been guilty of improper conduct at the meeting.
Successful Practices
SEAC members usually meet the first Thursday of every month as approved by the committee and by the Board. It is common practice to schedule ten regular meetings per
year from September to June. Dates and times of SEAC meetings should be publicized by the Board.
Teachers, federation representatives, and parents or
guardians should be encouraged to attend and observe these meetings.
SEAC alternate representatives should be encouraged to attend all meetings in order that they will be well informed should they need to act as voting members.
4. Quorum
A majority of the members of the SEAC is a quorum, and a vote of a majority of the members present at a meeting is necessary Regulation 464/97 to bind the committee. Section 9.(1)(2)
Every member present at the meeting, or his or her alternate, when attending in the member’s place, is entitled to one vote.
5. Role of Board Personnel
Personnel and Facilities
The board will make available to its SEAC the personnel and facilities that the board considers it necessary for the proper Regulation 964/97 functioning of the committee: Section 10
• an agenda and minutes within a reasonable time so that they may consider and prepare to discuss the minutes at the Regulation 464/97 subsequent meeting. Section 10(d) Clause 2(a)(b)
The board shall provide to new members and alternate members, within a reasonable time after appointment, information and orientation respecting:
• the role of the committee and the board in relation to special education; • Ministry and board policies relating to special education;
• the agenda and minutes of board meetings to the SEAC chair and vice-chair; and
• a schedule of meetings of the standing committees of the board.
Successful Practices
a) invite teacher candidates for the Special Education Additional Qualification Ministry courses and special
education staff to attend meetings on a rotating basis; b) regular presentations to SEAC about each special education program or service; c) distribution of Student Services Directory; and d) distribution of Board and Student Services organizational structure charts.
6. Communications Sub-Committee(s) SEAC Communications Sub- Committee formed May 1990 Mandate
The Communications Sub-Committee mandate is to review current practices, identify needs and to recommend strategies to facilitate effective communication among Board, staff, parents and the community regarding special education programs, plans and services; and continue to enhance internal and external communication within SEAC and between SEAC and Board.
Successful Practices
a) A Communications Sub-Committee meets regularly prior to the SEAC meeting. The Communications Sub-Committee provides a report as part of the regular SEAC agenda; sets goals and objectives; and annually reviews and evaluates progress. b) SEAC may strike a task force or Communications Sub- Committee when needs arise as identified by the Board or the SEAC. c) Board Communications highlight special education. d) SEAC submits the Annual Report to the Board every September. e) In April (Volunteer Recognition Month) acknowledge the contribution of SEAC members through the Special Edition newsletter and at the April SEAC meeting. f) Recognize SEAC contributions and years of service at the member’s last SEAC meeting. g) Hold an annual event such as a festive dinner to recognize and thank SEAC members.
h) The chair, vice-chair and senior staff assist in the selection of the Jim Albery Award in honour of the late James “Jim” Albery, teacher of the PrIDE program for gifted students (Program for Individual Development & Enrichment). The purpose of this award is to recognize schools in York Region, not individual teachers, which have demonstrated innovative practices promoting excellence in special education. The vice-chair presents the award at the Board’s annual awards ceremony in May. i) The SEAC nominates a member of the SEAC to sit on the Parent Engagement Advisory Committee.
D. THE ROLE OF SPECIAL EDUCATION ADVISORY COMMITTEE
The members of a SEAC represent all students with exceptionalities, and it is important that members respond to the needs of all exceptional students within the Board. Thus, individual members need to increase their awareness and understanding of the various exceptionalities. On an annual basis, SEAC members participate in reviewing their personal goals for sitting on the committee as well as reviewing the goals of the SEAC committee.
Successful Practices
The Special Education Advisory Committee will be responsible for reviewing and making recommendations to the Board through the Board’s annual review of its special education plan relative to the provision of special programs and services in such areas as:
• philosophy and goals; • organizational structure; • policies and procedures; • program delivery systems; • services and facilities; • professional development; • in-service for SEAC members; • interaction with and/or participation on other Board committees; • annual reviews of the Special Education Report; • the Board’s annual budget for special education; and • the financial statement of the Board relative to special education. Members of the SEAC also facilitate effective communication between their association members and the Board. By acquiring and maintaining a working knowledge of special education programs and services provided by the York Region District School Board, members inform their associations of the activities of the SEAC and the Board.
Members of the SEAC participate in the development of many special education Board resources. They participate in a variety of ways: • as members of writing teams; • by reviewing materials and providing feedback; • by making recommendations on matters regarding the establishment, development and delivery of special education programs and service; and • by reviewing and making recommendations to the Board’s annual review of its Special Education Report and Board Improvement Plan (BIP).
Twice annually, the SEAC is presented with a budget presentation from the Associate Director of Business, at which time members of the SEAC engage in dialogue regarding financial issues and the annual planning process. In addition, the vice-chair or designate from the SEAC is identified to attend the budget planning meetings during the annual budget process.
The spirit or intent of the SEAC is one of sharing, positive attitude, trust and respect. It is vital that SEAC members work together to assist the Board to provide programs for all exceptionalities.
Each member is expected to:
1. Respond to the needs of all exceptional pupils within the Board.
2. Respect the right to privacy of individual exceptional pupils by avoiding discussion of individual cases.
3. Acquire and maintain a working knowledge of the special education programs and services provided by the Board.
4. Represent and inform the committee about the exceptionality he or she represents.
5. To this end, members should:
a) ensure that they are expressing the concerns of the association and not their own concerns;
b) keep informed and identify needs by speaking with individuals within the local association who take the counselling calls or parent calls about issues of concern to parents or guardians and by seeking out information and input in relation to issues or concerns pertaining to special education;
c) encourage their association members to attend SEAC meetings;
d) report to the members of the local association or chapter at general meetings and/or disseminate relevant information, such as voting and discussing activities at SEAC meetings, and positive outcomes that result;
e) provide the association with a formal report on relevant SEAC proceedings to be included in the local association’s annual report and to be shared with the SEAC; and
f) demonstrate skills in: - Communication - Listening - Presentation - Assertiveness - Team building - Decision making - Problem solving - Negotiation - Time management - Research - Note taking - Organization.
6. Be prepared for all SEAC meetings, suggest items to be placed on the SEAC agenda, participate in discussions, suggest educational topics, and present motions.
7. Set individual annual goals and objectives as well as those for the local association and for the SEAC.
The role of an association representative on a SEAC extends beyond committee membership and attendance and may include the following:
• being available to assist parents or guardians with IPRCs; and • acting as resource for parents or guardians of an exceptional student.
Operational By-Law History:
Drafted February 24, 2011
ROUTINE YORK REGION DISTRICT SCHOOL BOARD
MEETINGS AND EVENTS
APRIL AND MAY 2011
April 6, 2011 Joint Board Consortium Meeting 4:00 p.m. Board Room – York Catholic District School Board
April 7, 2011 Special Education Advisory Committee Meeting 7:00 p.m. Board Room
April 11, 2011 Board Standing Committee Meeting 7:00 p.m. Board Room
April 13, 2011 Race Relations Advisory Committee Meeting 7:30 p.m. Board Room
April 20, 2011 Parent, Family and Community Engagement 7:00 p.m. Advisory Committee Meeting Board Room
April 27, 2011 Budget Meeting 7:00 p.m. Board Room
April 28, 2011 Board Meeting 8:00 p.m. Board Room
May 5, 2011 Special Education Advisory Committee Meeting 7:00 p.m. Board Room
May 9, 2011 Board Standing Committee Meeting 7:00 p.m. Board Room
May 12, 2011 Race Relations Advisory Committee Meeting 7:30 p.m. Board Room
May 16, 2011 Budget Meeting 7:00 p.m. Board Room
May 18, 2011 Parent, Family and Community Engagement 7:00 p.m. Advisory Committee Meeting Board Room
May 31, 2011 Board Meeting 8:00 p.m. (Tentative) Board Room
March 24, 2011 For further information, please contact the Director or Lori Barnes.